Executive Assistant - Full Time - Pinnacle Living

Full time schedule

• Full Time 8:00am -5:00pm 

Job Description

The Executive Assistant manages all administrative details for the Executive Director, lends administrative support to the Administrators and Department Directors, and acts as lead secretary within the community.

EDUCATION, EXPERIENCE, CERTIFICATION AND LICENSURE REQUIREMENTS 

1. High School diploma or equivalent.
2. Associate or bachelor’s degree preferred.
3. 5 years of administrative experience required.
4. Must have demonstrated experience supporting executives.

Job Duties

1. Types all correspondence, memorandums, reports, etc. including confidential information.
2. Attends and takes minutes, transcribes, and maintains files of meeting minutes and notes from weekly administrative team meeting, assigned resident meetings, and any other assigned committee meetings.
3. Maintains community Administrative Policy & Procedures ensuring they are reviewed and revised as needed or yearly.
4. Maintains all community contracts and agreements signed by the Executive Director and/or Chief Executive Officer.
5. Prepares and maintains materials and documents pertaining to accreditation.
6. Maintains all files pertaining to the Administrative Office.
7. Compiles and ensures annual review of operations documents (Strategic Plan, Budget, Accessibility Plan, MQA, Marketing Plan and Performance Measurement).
8. Responsible for distributing all memorandums, reports, correspondence to residents and team members from Executive Director and/or Innsbrook Office.
9. Screens incoming mail and phone calls. Brings all urgent matters whether written or via telephone to the attention of the Executive Director. Redirects mail and phone inquiries to the appropriate individual in the organization. Greet visitors.
10. Maintains current spreadsheet with hire date, for service pins, and birthdays, for birthday gift cards.
11. Compiles and produces information monthly for the team member calendar & newsletter.
12. Schedules appointments & meetings for the Executive Director. Checks calendar daily and confers with the Executive Director about any meetings, appointments, etc.
13. Schedules administrative conferences within community. Prepares all packets, conference materials, visual and written presentations, etc., needed for a successful work session.
14. Acts as coordinator and point person for any groups wishing to use the community for meetings. Works with conference groups for room setups and dining needs. Prepares event sheets and communicates with appropriate departments to make sure all the group’s needs are met.
15. Responsible for making conference and travel arrangements for the Executive Director, and/or administrative team members.
16. Responsible for special projects or assignments as directed by the Executive Director.
17. Assists Human Resources Director with various duties. Lends administrative support with team member issues of a confidential manner, and acts as back-up when needed.
18. Assists Accounting Coordinator with various duties and provides back-up and support when needed.
19. Is available to assist those who desire to take a guided tour whenever marketing team is not available.
20. Troubleshoots any computer related software and hardware problems for residents (resident business center) and team members before a service call is placed. Responsible for community office equipment such as copy machine, fax machine and postage meter, collect cost/pricing information for budgeting, and place service calls when needed.
21. All other duties as assigned.

Knowledge, Skills, and Abilities

1. Possess specialized administrative knowledge and skills related to business office functions within the community office such as Executive Director and leadership support and operations.
2. Typing speed of 50 wpm.
3. Ability to read and write and follow written and oral instructions using the English language.
4. Superior computer skills with proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
5. Strong attention to detail and high regard for confidentiality.
6. Ability to communicate well with visitors, residents, and family members as well as community team members.
7. Exceptional customer service and phone skills.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

1. May include lifting (particularly boxes up to 25lbs).
2. Extensive walking, bending, stooping, standing.
3. Ability to work in a fast-paced environment with multiple tasks.
4. Ability to work in different locations throughout the community daily to respond to inquiries, problem and issues of residents, team members, and outside parties.
5. Universal staffing, holiday, inclement weather, and a flexible work schedule are required.
6. Exposure to the sights, sounds and odors of a typical long-term care and health care environment serving senior citizens, some with dementia. 

INDD

Benefits

• Double Time when working designated holidays Holiday Pay - Double Pay 
• PTO with a Cash Out option available  
• 8 Federal Holidays, including Martin Luther King Day and Juneteenth
• One Paid Personal Day per year
• Free parking available
• 6% Retirement Matching 403(b)
• PayActiv – Cash advance on your paycheck available
• Employee Assistance Program – LifeSolutions EPA
• Full Health, Dental, and Vision Insurance options are available for individuals or families 
• Zero cost to team members: $50,000 term life insurance policy
• Short-term Disability Insurance available
• Immunizations available
• Tuition Assistance Program available
• Team Member referral bonus available
• EVEN MORE BENEFITS AVALIBLE Depending on location.

Company Description

Williamsburg's newest CARF accredited community and a top workplace award winner!  At WindsorMeade Williamsburg our team members are dedicated to creating a community where age does not define the person. Our mission of Enriching Life’s Journey guides our team in delivering service that focus on autonomy and self-direction, whether that is done in our residents’ villas, apartments, assisted living, memory support or nursing residences. Our values of Culture, Stewardship, Partnership, Diversity, Hospitality and Quality form a framework for everything we do. If you possess strong professional skills and a desire to serve others by promoting person centered services in a team environment, we invite you to continue with this job application.

Vaccination Requirement

Employees hired for this position will be required to follow Pinnacle Living’s company-wide policies of being or becoming fully vaccinated against  the annual flu, each subject to potential accommodation for medical reasons or religious beliefs.