JOB SUMMARY: The Executive Assistant to the CEO and Administrator provides high-level, confidential administrative support to the office of the CEO and Administrator. Duties may be clerical, administrative and project-based and include scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence and liaising with board members. This position is often privy to confidential information and as such, requires diplomacy and discretion.
DUTIES:
1. Performs a variety of administrative functions related to the running and operation of the executive office, including, without limitation, receiving and responding to phone calls; preparing correspondence; handling contacts on the phone or in person that require specific handling by the CEO and Administrator; and scheduling, managing, and preparing for executive meetings, ensuring that reports, materials, and other requisite information is available.
- Directs visitors, members of administration, guests; answers questions on behalf of the CEO and Administrator, researching and responding as may be requested.
2. Performs a broad range of secretarial and support administrative functions including preparation of correspondence, reports, records, and other material used by or prepared for the CEO and Administrator or other members of administration including independently composing letters, planning meetings and logistical requirements, and other related activities required for the operations of the executive offices.
3. Maintains and preserves files, records, meeting minutes, administrative policies, and other material related to the functioning of the executive offices and other members of administration. Is responsible for holiday cards, staff birthday cards, and all correspondence with Nursing Center, Massry and Foundation Board members.
4. Works with the CEO, Administrator and other members of administration to ensure Board, committee and other internal meetings are planned and prepared for, calendars are maintained with appropriate reminders sent, and a broad range of details related to the meetings, schedules, and activities of the executive offices and other members of administration are current and complete.
- Works directly with members of the administration to provide services, information, and logistical support for meetings, as may be requested or established.
5. Carries out various administrative duties, such as: specific research projects; special or routine mailings; gives assistance to other members of administration management, as requested; and assists in preparing or compiling reports and records, etc.
6. Is responsible for gathering data and making analysis for the Department of Health survey team upon arrival and in other ways performs a variety of independent and non-routine assignments.
7. Maintains credentialing of medical and non-medical staff database on a monthly basis; assists the Compliance Officer in the operation of the Compliance Program, including organizing and compiling results of compliance audits and investigations.
8. Provides assistance, as needed, to the Business Office, social work and activities departments as well as for the Nursing Center’s switchboard by filling in for the switchboard operator as requested
or scheduled.
9. Meets the Nursing Center’s conduct, appearance, attendance and other standards.
- Is viewed by residents, families, management and co-workers as a professional asset to the organization
- Maintains professional and courteous interactions with all co-workers and staff
- Punch detail reports indicate that the time clock is consistently used; attendance standards are met and tardiness is infrequent, if at all.
- Personal breaks and cell phone usage are within the Nursing Center’s guidelines.
- I.D. badge is consistently worn in plain view.
- Hair, nails, appearance and uniform/work clothes meet the Nursing Centers and/or department standards.
10. Responsible for the receptionist/switchboard function including supervision, receptionist coverage and filling in as needed.
11. Performs other duties as may be requested or required on a non-regular basis.
PHYSICAL REQUIREMENTS: Normal office; lifting up to 20 lbs. as part of office activities.
PERSONAL REQUIREMENTS: The ability to read, write, speak and understand English; good communication skills; sound mental and physical health; to work as a member of a team; to demonstrate a high level of sensitivity in people, especially older adults; must have patience, tact and cheerful disposition.
JOB REQUIREMENTS/EDUCATION: A bachelor’s degree is preferred. An associate degree is acceptable with sufficient previous work experience; requires three to five years of experience supporting senior managers, strong computer skills, manage upwards, handle confidential information and multitask; personal attributes such as discretion, a high level of professionalism, strong attention to detail, organization and written and verbal communication skills are also sought.
Job Type: Full-time
Experience:
- Executive Assistant: 3 years (Required)
Education:
- Associate (Required)
Work Location:
- One location
Benefits:
- Health insurance
- Dental insurance
- Vision insurance
- Retirement plan
- Paid time off
- Tuition reimbursement
Schedule:
- Monday to Friday
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