Executive Assistant

Title: Executive Assistant

Status: Exempt

Reports to: Senior Leadership

Revision date: January 2024

Supervises: N/A

PURPOSE

According to the prescribed policies and procedures and under the general supervision of Senior Leadership, is responsible for of all aspects of coordinating, planning and supporting daily operational and administrative functions.

ESSENTIAL FUNCTIONS

• Coordinate daily responsibilities, projects and meetings that support the Senior Leadership team member/s of National Church Residences. Areas of responsibility will include but are not limited to:
  • Reviewing, prioritizing, responding to and routing physical mail or electronic email of Senior Leader
  • Composition, drafting or proofing of memos, letters, etc.
  • Obtaining signatures and routing documentation.
  • Completing and reviewing expense reports.
  • Organizing and maintaining appointments and calendar
  • Arrange, organize and manage Meetings, Events, Retreats and/or Conferences.
• Prepare and distribute meeting invites, notifications, correspondence, agenda materials
• Attend meetings and record minutes
• Compiling data to prepare reports or PowerPoint presentations
• Acting as the senior leader's representative, with external partners, when applicable
• Answering and returning phone calls
• Managing, organizing office documents and maintaining physical records and/or electronic files
• Making travel arrangements
• Preparing presentations and reports
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Files and maintains all documents, files, etc., including electronic files (M-Files, Smartsheets, etc.)
• Sends regular updates to Supervisor(s) with progress/concerns.

EXPECTATIONS

• Demonstrates and maintains a positive, professional manner, manages time efficiently and effectively, provides leadership as a role model to promote a team approach, collaborates and participates in policy creation and appropriate problem-solving methods.
• Must adhere to all policies, procedures, terms and conditions set forth in the National Church Residences' Employee Information Guide (EIG), the Code of Conduct, as well as any facility handbook, including but not limited to, corporate compliance, drug free workplace, safe work practices, all federal, state, local regulations and laws.
• With respect to Resident Rights, ensures all care is provided with respect and dignity for the residents/clients, their families and the staff. Reports all complaints made by residents/clients and/or families to the appropriate supervisors, reports all allegations of abuse, misappropriation of funds/resident property and/or any other corporate compliance, drug free workplace, safe work practices, all federal, state and local regulations and laws.
• Completes all annual education requirements timely, including but not limited to Compliance, Privacy, Security and HIPAA training and exhibits behavior as set forth by the Code of Conduct in the performance of their duties.
• Performs other duties as assigned.

Education: Associates Degree or equivalent work experience

Experience: 3+ years of experience in an Executive Assistant-level role or equivalent

Mental: Must have excellent written and oral communication, comprehension, and interpersonal skills. Must have the ability to speak, read, write and understand English, as well as the ability to make self-understood.

Skills: Must have good working computer skills with basic professional computer software (Microsoft Office suite, Windows, etc.) and the capacity for learning new software systems quickly. Must be self-directed with excellent organizational skills and the ability to manage tasks and assignments concurrently. Must have strong motivational skills and a high emotional intelligence quotient (EQ)

Travel: Less than 25%

Licensure: N/A

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Vision: Normal: Consistent with standard workflow.

With respect to said job description, estimate the daily time spent performing the following activities.

Rare ( R) = 0-24%; Sometimes ( S) = 25-49%; Frequent ( F) = 50-74%; Continuous ( C) = 75% plus

R = Climbing R = Stooping Lifting / Carrying; S = 10-25 lbs.

S = Standing R = Pushing S = 26-50 lbs.

F = Sitting R = Pulling R = 51-75 lbs.

S = Walking F = Driving ` R = 76 plus lbs.

Working Conditions: Office based. Due to occasional work in long term care facilities, exposure to some disagreeable conditions such as noise, odors, illness, infection and physical contact with disruptive residents.

Consequences of Errors: Substantial. High monetary responsibility.

Supervision Received: General supervision: Employee generally operates by himself/herself checking with supervisor when in doubt.

ACKNOWLEDGEMENT

I hereby understand and agree to the above description of the duties required.

Signature Date

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ancestry, military status, disability, genetic information and/or any other characteristics protected by applicable law.