JOB TITLE: Executive Assistant to Community Executive Director

RESPONSIBLE TO: Executive Director

RESPONSIBILITIES: To assist the Executive Director in achieving more in less time. The Executive Assistant will achieve this by handling special projects / events, calendar management, meeting preparation and logistics and managing various contacts and relationships for the Executive Director.

QUALIFICATIONS:

1. Proven experience as an Executive/Personal Assistant or similar role (references required)

2. Ability to handle sensitive and confidential information with discernment.

3. Ability to act as gatekeeper and escalate relevant information to executives as needed.

4. Must possess strong interpersonal skills in order to interact in extremely delicate, sensitive, and/or complex situations.

5. Must possess advanced analytical skills in order to organize, plan, and coordinate special projects.

6. Must be comfortable operating in a collaborative, shared leadership environment.

7. Demonstrates analytical ability and possess a comprehensive knowledge of required data analysis and communication tools including Excel, Word, Power Point, Outlook and TEAMS.

8. Must be able to relate positively and favorably to residents and families and to work cooperatively with other employees.

9. Ability to understand, remember and carry out oral and written instructions in English.

10. Ability to communicate effectively both verbally and in written format with residents, families, other care providers and supervisors.

11. Must be capable of maintaining regular attendance.

12. Knowledgeable of Teresa’s House Mission, Vision and Values (ICARE). Conducts self with the ICARE principles.

13. Ability to complete assignments while having constant interruptions.

14. Knowledge of Resident Rights per Assisted Living regulations.

15. Must be able to identify issues to be confronted or otherwise resolved pertaining to the dynamics of residency.

16. Must be capable of performing the Essential Job Functions on this job, with or without reasonable accommodation.

17. Participate in emergency fire or disaster drills and other in-service training as scheduled.

18. Participate in departmental meetings and family meetings as directed.

19. Follow Universal Safety Precautions.

ESSENTIAL FUNCTIONS:

1. Calendar management - Arrange and monitor meeting appointments.

2. Email assistance (if ED desires) - Screen mail and callers, respond to or route inquiries to appropriate personnel, and bring matters of major importance to the executive's attention.

3. Meeting preparation and logistics, agendas, and notes

4. Vendor, employee, family & resident relationship management

5. Compliance reporting and monitoring.

6. Resident SOR/EPP Confirmations,

7. Assist the Management team as needed

8. Prepare expenses monthly (tracking/gathering receipts for BOM, gathering info for financial reviews, invoice tracking, etc) for all leadership.

9. Establish and maintain confidential and specialized files and records.

10. Assist with LTC Insurance and monthly resident billing.

11. Maintain familiarity with and status of company events & activities.

12. Maintain vendor relations.

13. Assist in answering phones in business professional manner and relay information to the appropriate person(s).

14. Assist with keeping track employee birthday’s and work anniversaries.

15. Assist with all aspects of communities marketing efforts.

16. Coordinate spend downs – ensure tracking, receipts, notify ED of problems.

17. Complete rounds and follow-up with ED or other appropriate department heads regarding: housekeeping, make readies, maintenance work, aesthetic rounds …

18. Support welcoming of new residents and families.

19. Provide back-up for all departments, including giving tours, stepping in as needed for any department.

20. Assist with all aspects of applicant interviews.

21. Assist with new employee orientation as assigned and serve as a back up to the BOM as needed.

22. Coordinate new employee follow ups/check-ins.

23. In-services helping plan, coordinate and tracking attendance.

OTHER DUTIES:

1. Perform other duties as assigned by the Executive Director of Teresa’s House.

WORK SCHEDULE:This is an exempt position working at least forty hours per week as assigned, including some evening, weekends and holidays.

Job Type: Full-time

Pay: $52,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• McKinney, TX 75070: Relocate before starting work (Required)

Work Location: In person