Executive Assistant | $45-$50k
17 days ago
Tulsa
Job DescriptionKey Personnel is seeking an Executive Assistant for a company in the Tulsa, OK area. Executive Assistant Pay: $45-50k Executive Assistant Hours: 8am to 5pm Monday through Friday Executive Assistant Responsibilities: • Provide high-level administrative and clerical support to the Executive Director and leadership team., • Manage calendars, schedule meetings, and coordinate appointments., • Prepare correspondence, reports, and presentations with accuracy., • Serve as the primary point of contact between the executive office and residents, families, staff, and external partners., • Handle incoming calls, emails, and mail with discretion and tact., • Communicate information on behalf of leadership in a clear and professional manner., • Maintain strict confidentiality of resident, employee, and organizational information., • Ensure administrative practices comply with HIPAA, state licensing, and company policies., • Plan and organize meetings, staff events, and community functions., • Prepare agendas, record minutes, and track follow-up actions., • Coordinate logistics for board meetings and leadership team meetings., • Maintain organized and up-to-date files for contracts, licenses, policies, and resident documents., • Assist in the preparation of compliance reports, audits, and regulatory submissions., • Support budgeting, invoice processing, and expense reporting., • Order supplies and manage vendor relationships as needed., • Assist in monitoring operational budgets and purchasing documentation., • Provide courteous, responsive assistance to residents and families., • Support community engagement efforts and maintain positive relationships., • Assist with special projects, strategic initiatives, and process improvements as directed by the Executive Director., • Track progress and ensure deadlines are met., • Collaborate with department heads, caregivers, and administrative staff to ensure smooth daily operations., • 3+ years of administrative or executive assistant experience in a professional office environment; experience in healthcare, senior living, or non-profit settings preferred., • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general technology tools., • Exceptional written and verbal communication skills with the ability to interact professionally with diverse groups., • Strong organizational and time-management abilities with a proven record of managing multiple priorities and deadlines., • High level of discretion and confidentiality, especially when handling sensitive resident or organizational information., • Strong problem-solving skills and the ability to work independently with minimal supervision., • Professional demeanor and customer-service mindset, with the ability to show compassion and patience when working with residents and families., • Detail-oriented with strong accuracy in documentation, reporting, and data management., • Ability to learn industry-specific systems and maintain compliance with regulatory requirements.
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