Administrative Assistant to Executive Director

ESSENTIAL JOB FUNCTIONS:
Comply with all applicable rules, policies, standards and guidelines related to employment with
Westminster Services and its communities.

*  Assists in administrative duties by carrying out delegated, selected duties under the
supervision of the Executive Director or Department Head. Create and maintain resident
files as required. Will serve as Manager on Duty as required by the weekly MOD schedule.

*  Responsible for maintaining and updating the Ad Valorem spreadsheet.

* Responsible for managing and maintaining updated Resident files; including Ins/Outs.
Prepare and maintain Resident Directory twice a year or as required by dept head.

* Provide a monthly spreadsheet to the BOM with the resident’s information. Post notice
when resident death is confirmed. Contact family the next day for arrangement details and
send floral arrangement to family. Review and prepare Resident Incident Reports on a dialy
basis. Receive and distribute daily mail to residents and staff members.

* Responsible for preparing and maintaining a spreadsheet for the community’s projects.
Record all project requests, and update the status for each project.

* Maintain office supply inventory and distribute as required by department heads. Manage
the Petty-Cash for the community. Responsible for invoice coding for the community.
Update the Resident’s Manual on a yearly basis. Manage the Outlook calendar for the
different meeting rooms/conference areas in the community.

* Responsible for making daily check deposits at the local bank. Assist the Executive
Director with managing the company credit cards assigned to the dept heads.

* Manage and supervise the Front Desk employees. Provide coverage as required.
The above job description is not to be construed as a complete listing of the assignments and
responsibilities assigned to any employee; nor are such assignments restricted to those precisely listed in
the description. This job description may change from time to time as the needs of the organization
change.

ESSENTIAL QUALIFICATIONS:
Education:
High school and college/vocational/technical training
Equivalent educational and work experience for a business environment
Experience and Basic Knowledge:
General business experience and the ability to work with people in all types of situations.
Proficient secretarial and communication skills including expertise in word processing.
An understanding and sensitivity of the confidential nature of material.
Ability to handle multiple tasks.
Experience in relating to upper management and Board of Directors.
Knowledge of meeting planning.
Emotional stability and dependability.
Positive, supportive attitude that promotes the Management Services mission.
Physical and Environmental Requirements:
Balancing Kneeling Reaching
Crouching Pulling Standing
Manual Dexterity Pushing Stooping
Grasping Lifting up to 40lbs.
Sensory and Communicative Activities with or without prosthetics of this position are:
Hearing
Seeing
Speaking and Writing
An Individual in this position will be exposed to:
Inside and outside environmental conditions
Bloodborne pathogens (low risk)
Respiratory pathog