CJT - Executive Assistant
Job Summary
Reporting to the Executive Director, the Executive Assistant provides ongoing support in a one-on-one working relationship. The Executive Assistant serves as a key contact and gate keeper to assist the Executive Director with internal and external communications. The Executive Assistant provides support in communications and activities with residents and staff, organizes and manages day-to-day needs, follow-ups, customer relationships, and calendar management. The Executive Assistant must value hospitality and exhibit a constant caring and humble attitude towards others emulating the organization’s mission. The Executive Assistant is expected to exercise good judgement and collaborate effectively and harmoniously with other team members while posing excellent verbal and written communication skills maintaining the utmost in confidentiality. The Executive Assistant will be organized and balanced while handling multiple priorities and work independently on projects delegated by the Executive Director. The Executive Assistant respectfully interacts with all residents, family members, visitors, colleagues and staff. This is a safety sensitive position.
Essential Functions
It is understood that every incidental duty connected with operations listed in the job description is not always specifically described, and that employees, at the discretion of management, may be required to perform duties not within their job descriptions. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
• Prioritize inquiries and requests while troubleshooting conflicts; making judgements and recommendations to help address and redirect needs that ensure a strong commitment to customer service and teamwork
• Arrange and handle all logistics for board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes (if required)
• Coordinate condominium association board meetings, including following the required scheduled meetings; drafting notices and agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the board secretary. Adhere to the required notices, public postings, compliance with applicable rules and regulations set in condominium bylaws regarding board matters
• Assist with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contacts; and making arrangements for travel and events
• Serve as a point of contact for internal and external constituencies on matters pertaining to the Executive Director, including those of a highly confidential matter or are critical in nature. Assist in determining the appropriate course of action, referral, or response, exercising judgement to reflect the Executive Directors style and policies.
• Act as a barometer of having a sense for the ongoing activities and pressure points, and keeping the Executive Director updated as necessary. Try to anticipate the Executive Director’s needs, where appropriate.
• Provide "gatekeeper" and "gateway" role as a bridge for smooth communications between the Executive Director and team members while demonstrating servant leadership skills to maintain credibility, trust, and rapport with constituents and valued team members.
• Complete assigned projects with other appropriate personnel collaboratively, timely, and effectively
• Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as responsibilities grow
• Regular and reliable attendance is an essential function of this job
Essential Mental And Physical Functions
The essential mental and physical functions listed below are required in order for an employee to be able to perform the essential functions of this position.
• Ability to read and write, follow written and verbal instructions, and communicate effectively in English.
• Thinking critically; defined as reading, understanding, and taking appropriate action on detailed and complex information
• Walking moderate distances regularly
• Sitting for long periods of time
• Repetitive actions/motion of one or both hands
• Hearing ordinary conversation and office sounds
• Verbal communication in person and on the phone
• Written communication by hand and on PC
Minimum Qualifications
• Associate or bachelor’s degree preferred; may be waived by the Executive Director based on work experience
• Ideal candidates will have 5-7 years of experience providing Executive level support in a non-profit organization
• Prior experience in a senior living environment is a plus
• Knowledge of standard office administrative practices and procedures
• Ability to prioritize tasks and handle numerous assignments simultaneously
• Excellent organizational skills and work ethic
• Strong personal integrity with high ethical standards and ability to maintain confidentiality
• Must be, or be able to become, a Notary Public
• Computer literacy which includes, but is not limited to, Microsoft Office suite and Adobe Acrobat with demonstrated ability to quickly learn and adapt to new software systems
• Outstanding communication and interpersonal skills
Hospitals and Health Care
Administrative
Full-time