Executive Assistant to the CEO

OVERVIEW

RESPONSIBILITIES

• Proactively provides administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, event planning and coordinating, and distributing documents and other mailings.
• Multi-tasks as a shared support resource for multiple executives effectively anticipating and fulfilling administrative and communications support activities.
• Manages detailed calendar activity requiring interaction with internal and external executives and assistants, as well as board members, consultants, or vendors.
• Coordinates and executes department, committee, board, and other meetings including room reservations, meeting notifications, agenda development, set up, and clean up.
• Compiles, transcribes, and distributes minutes of meetings.
• Makes travel arrangements.
• Prepares memos, letters, reports, slide presentations, handouts, flyers, etc. as requested.
• Handles collection and distribution of departmental mail and courier deliveries, then forwards and redirects when necessary. Takes mail to post office as needed.
• Helps with board, staff, resident, and/or patient events as requested.
• Maintains current and accurate records through use of computers and/or other documentation in accordance with company standards and federal, state, and local standards, guidelines, and regulations.
• Adheres to records management system policy and procedures for the department and ensures departmental staff does the same.
• Operates within the standard company practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

• Coordinates all aspects of board and committee meetings, including scheduling, agenda development, preparing meeting materials and presentations, facilitating mailings, and set-up and clean-up.
• Compiles, transcribes, and distributes minutes of board and committee meetings.
• Serves as support for board and committee members and as a liaison to organization resources and staff members.

• Supports the officers’ day-to-day relationships by interfacing with board members, life plan community and Ohio Living Home Health & Hospice staff, residents, patients, and family members as a key administrative contact and liaison by answering questions, providing information, and ensuring appropriate follow-through and/or resolution is executed in a pleasant, professional, and timely manner.
• Reviews and responds to compliments, complaints, and grievances from residents, patients, staff members, and other constituents as directed by the supervisor.
• May fill in for the Receptionist answering the multi-line telephone system and directing calls to proper departments and/or staff, monitoring the main entrance, greeting and directing visitors, verifying who is entering the building, and maintaining the sign-in log for visitors, volunteers, and vendors.

• Processes check requests and pays invoices and expenses.
• Collects forms from new vendors used to add them to the accounting system.
• Monitors departmental expenses placed on credit cards and P-cards.
• Records budgetary expense information.
• May develop and maintain a system for purchasing office supplies for the department.
• May assign purchase order (PO) numbers to PO request, notify staff of the PO status, make PO adjustments, as necessary, and file paperwork appropriately, if applicable.
• Provides technical support for meetings and presentations.

QUALIFICATIONS

• High school diploma or equivalent required.
• Bachelor’s degree in business administration or a related field preferred.

• Five years experience in a professional office setting in an administrative/clerical role supporting a department and/or senior management.
• Experience in scheduling travel preferred.
• Must be able to type a minimum of 75 words per minute.
• Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet required.

• Must be able to read, write, speak, and understand the English language.