Executive Assistant
2 days ago
Fort Worth
Summary: The Executive Assistant provides administrative support to the Vice Presidents’ of Operations and the Home office operations team. Establishes and maintains efficient and organized day to day operations for the VPO’s scope of responsibilities. Standards of Performance: 1. Demonstrates behaviors and attitudes consistent with Resident First, Team Focused and Quality Centered philosophy and Core Values. Demonstrates, maintains, and upholds expectations set forth in the organizational Code of Conduct. Upholds professional standards and professional codes of conduct (as applicable to the role); holds self and others accountable as appropriate., 2. Accomplishes individual and team goals and objectives. Seeks to clarify information when not clear. Applies strong attention to detail and maintains continuous quality and accuracy. Displays excellent organizational skills and is able to manage multiple tasks, prioritize and meet deadlines., 3. Communicates effectively and respectfully, both verbally and in writing, with residents and resident families, internal and external customers, vendors, co-workers, and directors. Contributes to building positive working relationships through effective teamwork efforts. Communicates with a focus on achieving goals, continuous learning, and improvement. Proactively shares information with others balancing confidentiality, sensitivity and transparency., 4. Consistently demonstrates commitment to resident first care and customer service excellence in all interactions with residents and resident families, internal and external customers by responding in a timely, professional and effective manner., 5. Promotes workplace safety through safe behaviors and by identifying potential risks, addressing them whenever possible and communicating those risks to appropriate individuals and/or supervisor., 6. Follows all guidelines outlining standards of personal appearance, attendance, and punctuality. Property of Senior Living Cannot be duplicated without written permission. Essential Functions 1. Provides direct support to 3 VPOs, and other key operations associates as directed., 2. Assists with daily planning to include appointments, activities, meetings, and travel schedules., 3. Provide general in-office support to executives., 4. Prepare for meetings, including coordination, materials needed, presentations and setup of conference rooms and other communication media needed., 5. Develop, edit and input correspondence, memorandums, forms, notices, and other documents as required and assure duplication and distribution of same as assigned., 6. Debrief with executives after meetings and assist in executing or ensuring follow-up for any action items., 7. Take notes and ensure items discussed on calls and meetings are added to the executive calendars and are dispersed to the correct leader for completion. Compile information related to the task to provide a first draft or initial response., 8. Arrange travel to include airline reservations, lodging, rental cars, collection of meeting materials, notification of travel to appropriate persons, and other follow-ups as needed., 9. Maintain well-organized filing systems, assuring access and retrieval of information in a timely and effective manner., 10. Maintain a well-organized office environment., 11. Organize leadership special events including in-office training. Including reserving office space, ordering meals, supplies, preparing presentations, handouts, planning after hours activities and making travel arrangements for attendees., 12. Serves as administrative support for acquisitions and transitions. Assisting with organization and tracking of acquisition tasks, ordering supplies, preparing transition documents and assisting with planning of transition events and communication. Works with department leaders to ensure that any communication with the transitioning community, entities, ownership groups, licensing agencies and is tracked and completed timely., 13. Collect and compile all weekly, monthly, and quarterly community reports., 14. Represent the company/communities to owners, prospective residents, and the community at large, ensuring a positive corporate image., 15. Coordinate activities and communication within the operations department., 16. Handle escalated calls from residents and follow up on the resolution of complaints., 17. Special projects as assigned., 18. Performs all other job duties as assigned or requested. Minimum Skills, Knowledge and Abilities 1. 3 or more years supporting executive-level operations personnel, 2. Senior living industry experience is a plus, 3. Cheerful team player who will look for opportunities to pitch in and help with any task., 4. Experience with heavy calendar management, meeting planning, and travel arrangement, 5. Excellent communication skills, including experience speaking and/or writing on the behalf of executive level management 6. Experience with Outlook calendars, Word, Excel, and PowerPoint, 7. Bachelor degree preferred Physical Demands Requires moderately heavy physical exertion on a regular basis. Regularly required to use hands to finger, handle, or feel. Frequently required to stand, walk, reach with hands and arms, sit, stoop, kneel, crouch or crawl. Required to be able to communicate through talking, hearing and seeing. Occasionally required to lift and/or move up to 30 pounds. Specific vision abilities include close, peripheral, depth perception, and ability to focus. Must be able to tolerate humid, hot, cold, and loud environments. Working Conditions Assisted and/or independent living community and general office environment. Potential for direct exposure to extreme temperatures, blood, body fluids, infectious diseases, air contaminants and hazardous chemicals.