What are the responsibilities and job description for the Executive Assistant position at O'Connor Woods?
POSITION SUMMARY:
The Executive Assistants supports the Executive Director (ED) and the Board of Directors for O’Connor Woods. Duties includes coordinating meetings, retreats and management events, recording of minutes, calendar scheduling, filing and special projects. The position has direct responsibility for the maintenance of the organization policies and supervision of the Resident Relations Associates.
SHIFT:
Typical schedule: Business hours of department/department needs.
Schedule may vary or be adjusted due to business demand or unforeseen circumstances and will be determined by the Administrator. Overtime must be approved in advance. Occasional evenings and/or weekends may be required for special events or projects.
POSITION SUMMARY:
The Administrative Assistants job entails providing support for a wide variety of activities, signing admission contracts, provides support for other department administrative functions, support for private collections, report maintenance, quality assurance and executive support.
This position requires the full understanding and active participation in fulfilling the Mission of the Organization. It is expected that the employee will demonstrate behavior consistent with the Core Values. The employee shall support the Organization’s strategic plan and the goals.
The Administrative Assistant has a direct reporting responsibility to the level of care Administrator or assigned Department Manager/Director.
ESSENTIAL FUNCTIONS:
- Must provide excellent customer service with all residents, staff, families, guests, vendors and all others in communication.
- Prepares reports timely and accurately.
- Completes weekly, monthly and quarterly reports for Administration.
- Maintains department/level of care org chart.
- Provides direct support to other departments as needed including but not limited to reports, communication with residents and families as needed.
- Maintains/completes documentation timely and accurately.
- Maintains electronic database(s) accurately and timely.
- Must maintain the highest level of confidentiality at all times.
- Maintains compliance with company policy.
- Assists with all facets of the business needs as assigned (incoming/outgoing/intracompany mail, phones, fax, copy, files, residents, guests, etc.).
- Greets all customers and vendors.
- Responds to all verbal and written communication within 24 hours of receipt.
- Completes and maintains department reports.
- Participates in quality assurance and audits as assigned.
- Attends and participates in events and meetings as assigned by Administrator or direct manager.
- Assists Administrator or direct manager with special projects as needed.
- Ensures the safety, health and welfare of staff and residents at all times.
- Provides encouragement, guidance and resources to staff and residents when needed.
- Acts as a positive role model and mentor for staff.
- Adheres to company policies and Corporate Compliance and Ethics Program Code of Conduct.
- Keep all boards up to date (consumer, employee, break room)
- Keep contract binders up to date as needed.
- The ability to maintain business/professional boundaries with all staff, management and outside vendors.
- Responds to all verbal and written communication within 24 hours of receipt.
- Attends and participates in Department meetings.
- Assists with special projects as needed.
- Ensures the safety, health and welfare of staff and residents at all times.
- Provides encouragement, guidance and resources to staff and residents when needed.
- Acts as a positive role model and mentor for staff.
- Adheres to company policies and Corporate Compliance and Ethics Program Code of Conduct.
- Other duties as assigned from direct supervisor and/or department Director.
SAFETY, CORPORATE COMPLAINCE and ETHICS CODE OF CONDUCT:
The employee will comply with and support the O’Connor Woods Safety program
. The employee will comply with and support the Corporate Compliance and Ethics Program Code of
Conduct.
MINIMUM QUALIFICATIONS:
- Must be 18 or older.
- High School Diploma or equivalent.
- 1 year of experience as an Administrative professional, supervisory experience preferred.
- Must be very detailed oriented and provide consistency in accuracy.
- Excellent communication and interpersonal skills.
- Excellent time management.
- The ability to meet deadlines consistently.
- Thorough documentation skills including grammatical, spelling and organization.
- If required to operate a company vehicle during the course of employment, must meet the requirements to be an eligible driver. Must possess a current State Driver’s License and have an acceptable driving record for the past three (3) years.
- The ability to read, write and communicate to residents, staff, families, vendors, and all business relationships in English language.
- Ability to pass a criminal background clearance check, drug screen, physical and TB test.
- Able to work in excess of 40 hours per week (upon Dept. Director approval) with the possibility of a varied schedule.
- Must be able to communicate with all levels of staff in an effective, neutral and professional manner.
- Ability to function as a member of the team in a multi-task environment.
- Must be flexible and able to handle multiple priorities, with the ability to adjust to high pressure and changing business conditions.
- Proficient in the use of computers and associated software.