Senior Executive Assistant

Description

JOB SUMMARY

Reporting to the President/Chief Executive Officer (CEO), the Senior Executive Assistant delivers administrative, project, and governance support to ensure the optimal functioning of the CEO, COO, Board of Directors, and Resident Association. Additionally, this position directly manages and mentors the team members providing Front Desk services in Independent Living, driving seamless operations and exceptional resident service. Success in this role requires a polished professional with exceptional relationship-building abilities, precise attention to detail, and the agility to adapt to evolving organizational priorities.

ESSENTIAL JOB FUNCTIONS 

In support of the President/CEO and COO:

• Maintain calendars and daily workflows, managing competing priorities as necessary and making appropriate and informed decisions regarding availability
• Schedule internal and external meetings, coordinating all logistics and details, providing relevant preparation materials, and ensuring appropriate follow-up
• Compose confidential correspondence and special reports; proofreads all documents to ensure clarity and professionalism in tone and appearance
• Develop and manage the Administration department budget, monitoring expenditures and reconciling Administration’s general ledger account monthly; report any significant variances to the President/Chief Executive Officer; coordinate check request with the Finance & Accounting Office
• Establish and maintain up-to-date filing systems of confidential materials
• Act as a liaison between residents, their families, the CEO and/or COO, and the Senior Leadership Team; provide information to residents on a variety of issues and concerns, directing them to appropriate staff as necessary
• Serve as system administrator for the organization’s online policy management platform (PolicyStat), including user account management, workflow configuration, policy revisions, overdue follow-up, and reporting. Provide training and ongoing support to new and existing users and ensures policies are retained, reviewed, updated, and compliant with organizational      requirements.
• Serve as the administrative lead for the CARF accreditation process, managing the organization, collection, and compliance tracking of all required CARF documentation across departments, facilitating survey logistics, and ensuring timely submission of annual reports and compliance filings.
• Coordinate travel arrangements as requested, including flights and lodging
• Maintain files of Annual Disclosure Statement with the State Corporation Commission, notify the Chief Marketing Officer and legal counsel when filing is complete, and ensure copies are available upon request
• Maintain effective and professional relationships with members of the Board of Directors, staff, management, residents, residents’ families, and visitors

In support of the Board of Directors:

• Serve as assistant to the Board of Directors, coordinating meeting facilitation and agendas including oversight of logistical arrangements including space and facility needs, meals and refreshments, supplies, and technology
• Assist Board Committees in the preparation of agenda packets; take, transcribe, and disseminate meeting minutes for approval before posting to online portal; track action items and discussions that require follow-up
• Maintain up-to-date paper and electronic records including Board packets, approved Board and Committee minutes, Board resolutions, Board and Committee Member rosters, and annual Board of Directors changes
• Prepare New Board Member Orientation packets annually, obtaining biographies and photos from new Directors in a timely manner; coordinate scheduling an annual New Board Member Orientation after completing background check; prepare organization binders for new Board Members
• Maintain the Board’s governance and document retention software; interface with Committee’s staff liaisons to obtain meeting agendas and approved meeting minutes for uploading; updates and posts documents as needed, coordinating Board files and Committee files to reflect the most current documents; respond to Directors’ inquiries regarding the use and navigation of the Board’s system
• Review outgoing correspondence, reports, and publications for grammar, sentence structure, format, attachments, continuity of text, and compliance with application laws, rules, and procedures
• Work with legal counsel in preparation of required documents in connection with Board and Committee meetings
• Coordinate completion of annual surveys for the Board
• Maintain a confidential roster of potential Board of Director candidates

In support of the Resident Association:

• Compose and distribute minutes of various meetings including the monthly Resident Association Meetings; assist the Resident Association and its committees with meeting organization and preparation, and mailings; maintain up-to-date resident directory and roster of Association Board members and committee membership

QUALIFICATIONS

• Bachelor’s degree, preferred; with coursework in Business Administration, Healthcare Administration, or a related field
• Five or more (5+) years of progressive experience as an Executive Assistant, preferably within a senior living or healthcare environment.
• Two or more (2+) years of direct experience supporting Board of Directors, committees, or governance bodies.

KNOWLEDGE, SKILLS, AND ABILITIES

• Highly proficient in Microsoft Office and Google Suite, with the ability to integrate and adapt quickly to new technologies; Demonstrated experience with software related to board and policy governance and project management
• Outstanding verbal and written communication skills with proven ability to convey the content, intent, and spirit of complex information with clarity and diplomacy. Exceptional proofreading, copy editing, and document formatting capabilities to produce executive-grade reports, correspondence, and presentations, including board agendas and committee reports.
• Strong organizational and project management skills with a high degree of detail orientation; proven track record of prioritizing competing demands to meet recurring and critical deadlines.
• Proven ability to learn, anticipate, and proactively meet the needs of executive leadership and the Board, professionally representing the CEO and Board across internal and external stakeholder groups.
• Ability to work as a team or independently and be self-motivated and goal oriented with ability to establish shared accountability for project ownership and completion 
• Excellent project management, organizational and administrative skills and the ability to handle multiple priorities simultaneously in a fast-paced environment to meet recurring and critical deadlines 
• Ability to maintain high professional integrity and safeguard highly confidential and sensitive information
• Ability to take initiative to solve problems on behalf of residents, partners, and team members and to use decision-making and collaborative problem-solving skills to partner effectively across teams and achieve strategic priorities
• Strong supervisory skills with the ability to motivate, train, and evaluate staff; skilled in resolving workplace conflicts and promoting teamwork
• Ability to stand and walk throughout the shift, participate in activities and events across campus, as well as ability to move about the community and to complete travel outside of the community to attend meetings
• Ability to perform occasional physical tasks, including lifting up to 50 lbs., standing, and walking as required to support operational oversight