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.

Education

ESSENTIAL QUALIFICATIONS:

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