What are the responsibilities and job description for the Executive Assistant position at Galloway Ridge, Inc.?
Description
Join our team! Galloway Ridge is an upscale continuing care retirement community located between Chapel Hill and Pittsboro in Chatham County, NC. This position is one that requires multitasking, fast-paced critical thinking, and being caring and personable with all residents, family members, and staff. The successful candidate will be passionate about the level of hospitality and services we provide. The Executive Assistant is a forward-facing position that serves as a primary support person for Senior Director of Healthcare Services. Performs complex and confidential administrative related functions to ensure assigned department operations flow smoothly.
Responsibilities include, but are not limited to:
- Serves as primary support person for Senior Director of Healthcare Services and represents the office in his/her absence.
- Processes all payment requests (billing/invoicing) and maintains administrative budgets and monitoring of monthly variances for departments reporting to the Senior Director of Healthcare Services.
- Performs complex and confidential administrative functions including arranging and coordinating meetings and events; responds to routine external correspondence.
- Maintains calendar, screens mail, answers routine telephone calls and routes calls to appropriate individuals for Senior Director of Healthcare Services.
- Performs general administrative work to assist the healthcare center staff with clerical activities, communications, and record maintenance; may serve in the Concierge role in The Arbor when not assigned to other projects.
- Interfaces with residents, board members, vendors and other staff as necessary and any other duties assigned by the Senior Director of Healthcare Services.
- Ensures customers, vendors and employees are handled in a professional and courteous manner.
- Coordinates special projects as assigned and collaborates across operational departments
- Makes travel arrangements as necessary.
- All other duties assigned include, but not limited to, enhancing the Resident Experience.
Requirements
- High School Diploma or GED; Associates Degree preferred
- Valid Drivers License
- Minimum of 3 years of executive assistant experience.
- Must have an advanced skill set and knowledge in Google Suite and Microsoft Office (Excel, Word, PowerPoint)
- Must have high level of interpersonal skills to handle sensitive and confidential situations and to interact with individuals at all levels of the organization. Position continually requires demonstrated poise, tact and diplomacy.
- Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
- Must be able to work in a fast-pace environment with demonstrated ability to juggle multiple competing tasks and demands.
- Must have experience with budgeting, billing, and invoicing.
- Must be able to read, write and follow written and verbal directions.
- Must possess and exhibit a strong positive attitude toward customer service and have a genuine interest in geriatric care.
- Must possess the ability to maintain/strengthen good working relationships with staff, residents, family members and the community.
- Must possess a good sense of efficiency and delegation of work assignments.
- Must be knowledgeable and supportive of the philosophy and objectives of the community.
- Must be flexible and open to change and may be required to work overtime and/or rotating hours or shifts to provide appropriate coverage.
- Must possess good communication skills and personality conducive to excellent public relations.
- This position requires the use of standard office equipment (telephone, copier, fax, personal computer, calculator, and printer.)
- Ability to handle routine problems.
- Ability to know when to refer problems to supervisor.