Job Title: Executive Assistant
Location: Grand Rapids, MI
Job Type: Full-time ,onsite
Reports To: Executive Director

Position Overview:

Be part of a mission that matters! We are seeking a dedicated and highly organized Executive Assistant support the Executive Director. Our community includes Independent Living, Assisted Living, and Skilled Nursing services. This role is critical in ensuring the efficient day-to-day operations of the Executive Director’s office and in supporting high-level strategic and operational initiatives across multiple levels of care.

The ideal candidate will be trustworthy and have a team mentality, have experience in project management, healthcare or senior living, possess strong administrative and communication skills, be experienced in handling confidential information, and be comfortable working in a mission-driven, resident-centered environment.

Key Responsibilities

Executive Support:

• Assist in managing the Executive Director’s schedule, ensuring alignment with clinical, operational, and regulatory priorities across all levels of care.
• Facilitate communication as requested between the Executive Director and internal/external stakeholders, including residents, families, board members, staff, and regulatory bodies.
• In conjunction with the Executive Director, prepare, edit, and distribute agendas, reports, and presentations for leadership and board meetings.
• Maintain a high level of professionalism and discretion when handling sensitive or confidential information.

Administrative & Operational Support:

• Coordinate internal and external meetings, site visits, and community events.
• Draft correspondence, memos, and reports related to resident care, compliance, and facility operations.
• Support policy development, documentation, compliance tracking, and survey preparation efforts as needed.

Project & Communication Support:

• Assist with cross-departmental initiatives related to resident services, quality improvement, risk management, and compliance.
• Support communication efforts with residents and families regarding organizational updates and leadership initiatives.
• Conduct research and compile information for reports or decision-making, particularly in areas of regulatory compliance, resident satisfaction, and industry trends.

Board & Governance Support:

• Coordinate logistics for board meetings, including preparing board packets and minutes.
• Maintain accurate records of governance documents and board communications.

Additional Requirements:

• Treats all residents with dignity and respect. Promotes and protects all residents’ rights.

• Promotes a culture of compliance by promoting adherence to all facility policies and procedures.

• Complies with standards of business conduct, and state/federal regulations and guidelines.

• Maintains confidentiality of protected health information, including verbal, written, and electronic communications.

• Reports noncompliance with policies, procedures, regulations, or breaches in confidentiality to appropriate personnel.

• Reports any occupational exposures to blood, body fluids, infectious materials, and/or hazardous chemicals in accordance with facility policy.

• Follows established infection control policies and procedures.

Qualifications:

• Bachelor’s degree or equivalent experience preferred.
• 3 years of executive administrative support, with prior experience in senior living, healthcare, or long-term care highly preferred.
• Familiarity with healthcare regulations, including HIPAA, CMS, and state licensure requirements preferred.
• Highly effective communication skills in written and verbal presentation
• Strong organizational and time-management skills, with the ability to manage multiple priorities.
• Proficient in Microsoft Office Suite and common healthcare software platforms (e.g., PointClickCare) is a plus.
• Professional demeanor and the ability to maintain discretion and confidentiality.
• Commitment to steward the mission of ECLS.

Preferred Attributes:

• Deep understanding of the operations of a non-profit organization
• Compassionate, mission-driven, and comfortable in resident-centered environments.
• Ability to anticipate needs and proactively address challenges in a fast-paced setting.
• Team-oriented with a collaborative spirit and a high degree of initiative.

Personal Skills and Traits Desired/Physical Requirements/Working Conditions

• Ability to read, write, speak and understand the English language.

• Ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.

• Must not pose a threat to the health and safety of other individuals in the workplace.

• Must be able to move intermittently throughout the workday.

• Meets general health requirements according to facility policy, including medical and physical exams and reporting vaccination status if required.

• Ability to assist in evacuation of residents during emergency situations.

• Ability to bend, stoop, kneel, crouch, perform overhead lifting and perform other common physical movements as needed for the position.

• May be subject to falls, burns from equipment, and/or odors throughout the day; encounter reactions from dust, tobacco smoke, disinfectants, and other air contaminants. Subject to exposure to infectious waste, diseases and/or conditions which include AIDS, Coronavirus, Hepatitis B, and Tuberculosis.

• May be subject to hostile or emotional residents, family members, visitors or personnel.

• Promotes an atmosphere of teamwork but also makes independent decisions when circumstances warrant such action.

• Possesses servant leadership and willingness to work harmoniously with other personnel.

• Ability to cope with the mental and emotional stress of the position.

• Works in office and throughout the facility.

• Works to task completion in spite of frequent interruptions.

• Works rarely beyond business hours as needed. May work weekends, evenings, overnights and holidays when necessary.

Disclaimer: This job description is not all-inclusive and Edison Christian Life Services reserves the right to revise and/or change job requirements and responsibilities as needed.

Why Join Us:

• Be part of a mission-driven nonprofit organization that supports the well-being and dignity of seniors at every stage of care.
• Work directly with executive leadership to make a meaningful impact across Independent Living, Assisted Living, and Skilled Nursing services.
• Competitive wage and benefits package, including health insurance, dental insurance, vision insurance, PTO, flex plan and 403b participation.

To Apply:
Please submit your resume and a cover letter outlining your relevant experience and interest in the role to eheerema@edisonchristian.org.