Executive Assistant

The Outlook at Windhaven is a senior living community in Plano, TX, and part of the Forefront Living family. Our mission is to come together and make each moment matter for those we serve.

Were looking for compassionate, dedicated individuals who want to join our team and be part of something meaningful.

With a shared legacy in business and healthcare innovation, our family of care-oriented organizations blends values built on compassion and faith with high-quality senior care - long-term care, Alzheimer's and memory care, skilled nursing and rehabilitation therapies, hospice, and palliative care.

The Outlook at Windhaven leadership is looking for diligent candidates to be part of the team as an Executive Assistant. As Executive Assistant, you will be responsible for organizing and prioritize large volumes of phone calls, voice mail and mail and determine level of priority, drafting written responses or replies by phone or email when necessary, responding to regularly occurring requests for information, taking messages and fields/answers all routine and non-routine questions.

RESPONSIBILITIES:

• Models a service attitude towards others, takes ownership in solving problems and takes the initiative to make things better, is friendly and courteous to residents, family members, visitors and co-workers
• Ensure resident/patient, visitor, and co-worker safety by remaining aware of and reporting any new or existing safety hazards
• Maintain good attendance record
• Type and design general correspondence, memos, charts, tables, graphs, business plans, forms, policies and procedures, PowerPoint presentations, etc., including proofreading memos and correspondence for spelling, grammar, content and layout, making appropriate changes/suggestions; responsible for accuracy and clarity of final copy
• Assist with preparation for meetings, including but not limited to, Leadership Team and Marketing; regarding room reservations, dietary and housekeeping requests, agenda production, advertisement, materials procurement and distribution, etc., per direction of Executive Director
• Organize teleconferences/teleconference seminars per direction of Executive Director
• Coordinate Silent Auction notices, postings and payments.
• Act as a liaison with other departments and outside agencies, including high-level staff
• Acts as project manager for special projects, assigned by Executive Director, which may include planning and coordinating multiple projects, disseminating information, coordinating direct mailings, creating brochures, etc.
• Provide back-up for Receptionist for call overflow
• Work independently and within a team on special and nonrecurring and recurring projects, as assigned by Executive Director
• Schedules and organizes meetings, travel, conferences and departmental activities
• Coordinate out of town travel for Executive Director as directed.
• Organize teleconferences/teleconference seminars as directed.
• Establishes, develops and maintains filing system for Executive Director files, retrieves information when needed
• Handle preparation of meetings including coordination of packets, minutes, presentational materials and speaker notes for Executive Director.
• Serve as Manager of Duty as scheduled and coordinate calendar for The Outlook at Windhaven
• Provide administrative support, as needed, to ancillary staff.
• Other duties as assigned

MINIMUM QUALIFICATIONS:

• High school diploma or GED with five or more years experience in an executive secretarial/administrative position (prefer experience working with mature adults)
• Demonstrated proficiency in a variety of computer software applications in word processing, spreadsheets, database and presentation (specifically Microsoft Office: including Word, Excel, PowerPoint and One Note)
• High level of interpersonal skills with the ability to handle sensitive situations with poise, tact and diplomacy
• Knowledge of business principles and excellent command of the English language
• Attention to detail in composing, typing and proofing materials
• Ability to establish priorities and deadlines
• Ability to work in a fast-paced, multi-tasked environment
• Ability to interact and communicate well with all levels and departments of facility
• Ability to represent the organization in a professional manner
• Maintain the highest level of confidentiality
• Excellent verbal, written and analytical skills
• Ability to perform Essential Duties as outlined below
• Genuine caring for and interest in the care of mature adults, handicapped people and/or hospice Patients
• Ability to perform work tasks within the Physical Demand Requirements as outlined below
• Ability to comply with the Resident Bill of Rights and Employee Responsibilities
• Ability to comply with organizational and departmental safety policies and procedures