Executive Operations Coordinator (Assisted Living)

Position Summary
The Executive Operations Coordinator provides high-level administrative and operational support to the Executive Director of an Assisted Living community. This role helps ensure smooth daily operations, regulatory compliance, and exceptional service to residents, families, and staff. The coordinator serves as a key liaison between departments, assisting with scheduling, reporting, communications, and special projects that support quality care and efficient community operations.

Key Responsibilities

• Provide direct administrative support to the Executive Director, including calendar management, correspondence, and meeting coordination.
• Prepare reports, presentatons, and documentation related to community operations.
• Maintain confidential files and records in accordance with company policies and privacy regulations.
• Assist in tracking operation goals, projects, and deadlines.
• Support daily operation functions of the assisted living community
• Coordinate communication between departments including nursing, resident services, dining, maintenance, and administration.
• Assist with scheduling meetings, trainings, and staff events.
• Monitor supply levels and coordinate ordering of office and operational materials.
• Make relationships with outside agencies.

Compliance & Documentation

• Assist with maintaining documentation required for state licensing and regulatory compliance.
• Organize records related to inspections, audits, incident reports, and policy updates.
• Support quality assurance initiatives and operational improvements.

Resident & Family Relations

• Serve as a professional point of contact for residents, families, vendors, and visitors. Assist with preparing resident communication materials, newsletters, and announcements.
• Support coordination of community events, orientations, and engagement activites.

Project Coordination

• Assist the Executive Director with special projects, strategic initiatives, and process improvements.
• Track project progress and ensure deadlines are met.
• Gather and organize data to support decision-making.

Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• 2 years administrative, healthcare, or senior living experience preferred.
• Strong organization and multitasking skills.
• Ability to maintain confidentiality and professionalism.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and office systems.
• Ability to work independently and collaboratively in a fast-paced environment.

Preferred Skills

• Experience in assisted living, healthcare, or senior services.
• Knowledge of compliance standards for senior living communities.
• Strong attention to detail and problem-solving ability.
• Customer service mindset with compassion for older adults.

Required Licenses

• CNA, Food Handlers, CPR, and First Aid

Professional office setting within an assisted living community. Frequent interaction with residents, families, staff, and leadership. May require occasional flexibility for meetings or community events.

Work Location: In person