Office Manager/Executive Assistant to CEO

Job Title:

Office Manager/Executive Assistant

Department:

Administration

Reports To:

CFO

FLSA Classification:

Hourly/NE

Pay Range:

Based on Experience

Direct Reports?

Yes

Position Type:

FT

SUMMARY

Manages front office. Directly supervises receptionists and fills in when needed. Provides administrative/clerical support to CEO.

ESSENTIAL FUNCTIONS

• Maintain busy calendars, organizing meetings as requested

• Prepare reports, maintain and organize files.

• Support senior management team as assigned.

• Regular attendance and punctuality are required for this position.

• Is available to work overtime when needed.

• Demonstrate behaviors consistent with Calvin Community values.

• All other duties as assigned

COMPETENCIES

• Must be proactive; anticipate problems before they arise and be ready to offer solutions.

• Able to maintain confidentiality and exercise good judgment at all times

• Demonstrate excellent written and verbal communication skills.

• Advanced level Microsoft Office skills (Word, Excel, PowerPoint, Outlook).

• Experience with planning and scheduling meetings and other events.

• Able to maintain focus and complete tasks despite interruptions

• Must be punctual and reliable.

• Must be detail-oriented.

• Must be able to work effectively in a diverse, collaborative and team-oriented culture.

• Fluent in written and spoken English.

• Must possess a strong customer service focus.

• Must demonstrate tact, patience, enthusiasm and a cheerful disposition when working with other employees, residents and family members.

• Ability to maintain resident and employee confidentiality consistent with all applicable government regulations including HIPAA.

• Must be able to pass a criminal background check, pre-employment physical and tuberculosis screen

EDUCATION

Associates degree in a related field preferred.

EXPERIENCE

• Experience in long-term care environment preferred.

• 3 to 5 years’ experience in an administrative support role.

• Experience supporting executive management preferred

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Be in good physical health (physical exams and tuberculosis screenings required)
• Able to walk, stoop, twist, squat, bend, kneel, stretch or reach at least 20% of the work period.
• Using proper body mechanics, the employee must occasionally lift or move objects weighing up to 50 pounds.
• Able to climb stairs in an emergency
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to talk and hear.

Calvin Community provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws. This policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Employment with Calvin Community is “at will”. This document provides an outline of the primary duties and responsibilities of a particular position within the organization and is not to be considered a contract of employment.

Job Type: Full-time

Experience:

• Office Manager: 3 years (Required)

Education:

• Associate (Required)

Work Location:

• One location

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Retirement plan
• Paid time off

Typical start time:

• 8AM

Typical end time:

• 5PM

This Job Is Ideal for Someone Who Is:

• Dependable — more reliable than spontaneous
• People-oriented — enjoys interacting with people and working on group projects
• Adaptable/flexible — enjoys doing work that requires frequent shifts in direction
• Detail-oriented — would rather focus on the details of work than the bigger picture
• Autonomous/Independent — enjoys working with little direction
• Innovative — prefers working in unconventional ways or on tasks that require creativity
• High stress tolerance — thrives in a high-pressure environment