Sr. Executive Assistant

📁
General/Administrative
💼
2787 Retirement Housing Corp
The Forum at Rancho San Antonio Retirement Community, voted a Best Place to Work, provides independent living, assisted living, memory care and skilled nursing services is currently seeking a Full Time Sr. Executive Assistant.  As a part of this organization, you will find opportunities that provide more than just a job. Forum is a place where personal and professional growth is an integral part of your career experience.
 
We are proud to invest in you, and offer these special benefits to Full Time Team Members: Competitive Pay, Benefits eligible after 30days, Vacation/Holiday/Sick, Referral Bonus, 401k , Excellent Training, Career Advancement Opportunities, Recognition Program, Meal Discounts and On Site-Gym

Successful candidates are creative problem-solvers and self-starters who have the proven ability to produce results. Attention to detail, strong interpersonal and writing skills, quantitative reasoning ability, and a rigorous work ethic are prerequisites.
 
POSITION SUMMARY:
The Senior Executive Administrator is responsible for providing administrative support services to the Executive Director, the Executive Team and the RHC/RSI Board as needed, which meets and/or exceeds LCS’s quality service standards. Key areas of responsibility include providing administrative, secretarial, and clerical assistance and support to the Executive Director. Ensures efficient operations of the office and confidential interactions with all of the constituencies of the office. Works with minimal supervision and serves as a primary source of contact/liaison between the Executive Office and the membership/public, in person or by phone. Duties include, but are not limited to, management reports, accounts payable, invoice management, Town Meeting minutes, maintaining various logbooks, tracking requests for correspondence/follow-up/information, drafting correspondence, and scheduling of meetings. Providing necessary assistance and secretarial support.
 
CORE COMPETENCIES
  • Building Customer Loyalty
  • Building Trust
  • Communication
  • Contributing to Team Success
  • Managing Work(includes Time Management)
  • Planning and Organizing
  • Quality Orientation
  • Stress Tolerance
  • Technical/Professional Knowledge

 

JOB RESPONSIBLITIES 

  • Within agreed upon limitations, makes administrative decisions by exercising frequent independent judgement and takes action on behalf of the executives based upon an in depth knowledge of company’s organization, policies, issues, clients and personnel.
  • Interacts with Board members, Department of Social Services, Management Company personnel and other outside agencies and vendors as appropriate.
  • Coordinates and oversees special projects and events as delineated by executives. Duties may include providing leadership in project management, securing information, and compiling various reports and studies.
  • Coordinates with Management correspondence with DSS(including contract revisions/approvals, amendment revisions/approvals, DSS survey process, hospice notification, etc.).
  • Types draft responses to resident letters for Administration and Board within timeframe of The Forum’s policy.
  • Maintains the workflow in areas of responsibility during the executives’ absence.
  • Exercises considerable judgement and discretion in handling requests for appointments and telephone calls for executives, routing them to others or deadline with them on own initiative, when appropriate.
  • Provides administrative, technical and clerical support to the executives by assisting in the generation of correspondence, transcription, typing, filing and the preparation of graphs, slides and slides and special reports for Board or resident presentations as directed.
  • Greets and assists residents, prospective residents, family members and visitors in the absence of the executives. Provides basic information, when necessary.
  • Maintains canceled, deceased and current resident files and provides information on current and previous residents as required by the State of California Department of Social Service when requested.
  • Maintains office files and documents, verifying completeness, neatness and accuracy and oversees organization of storage and retrieval of files and documents.
  • Works independently and exercises discretion and judgement in integration of information with other Forum departments.
  • Keeps appropriate expense records and participates in the preparation of the fiscal year capital, operation and personnel budget of Administration. Is responsible for monitoring variances of operating budget.
  • Utilizes Word, Excel, databases, and/or other business related software to manage data and generate reports.
  • Works as a member of a team by demonstrating the ability to cooperate with co-workers, contribute to a positive, healthy and safe environment, accept change in a positive manner, and function appropriately under intense time pressure.
  • Attend all mandatory in services, training and education sessions as required.
  • Assumes a proactive role in resolving resident issues & concerns related to assigned areas of responsibility.
  • During emergencies or other natural disasters, may be required to report for duty as assigned by the Administrator or Executive Director for the duration of the disaster.
  • Assists in the effective and efficient operation of The Forum and participates in relevant facility activities.
  • Excellent written and verbal communication skills are required particularly as you might be the liaison between the Executive Director and the Board of Directors.
  • The ability to anticipate needs, think critically and offer solutions to problems.
  • Type, copay and distribute documents(memos, letters, other) via email or in hard copy of the Executive Director.
  • Duties include managing a complex schedule for the Executive Director which includes booking meetings, conference calls and travel.
  • The ability to field phone calls, takes requests for meetings and coordinates various aspects of interdepartmental communication as necessary.
  • Take meeting minutes, write reports, prepare correspondence and prioritize items that need attention.
  • General booking and good math skills are often necessary for preparing expense report, reconciling credit card statements or submitting billing information.
  • Arrange for all regularly scheduled Board meeting accommodations and others upon request, in the Outlook calendar/community designated scheduler, and make arrangements for conference calls, refreshments, etc.
  • Prepare and submit work orders for all Executive Director functions for room set up and taped and televised requests.
  • Submit” Announcements” for all Town Meetings, special meetings and Management requested announcements.
  • Confirm weekly with the Program Dept. information regarding meeting dated and type of meeting( Town Meeting, Resident Council, and Coffee Klatches) for pink sheet.
  • Type and distribute ( hard copy or email) meeting Notices and Agendas and to appropriate management staff.
  • Update the RHC/RSI Master Board Binder in Executive Office.
  • Update the RHC/RSI Management Report Binder in the Executive Office.
  • Update Executive Director’s copy of the Resident Document Binder to ensure accuracy.
  • Responsible for the updates and revisions of the Resident Disclosure Binder to meet all state and federal requirement.
  • Reserve Conference Room and Sierra Room for all recurring meetings for the year.
  • Plan and make arrangements for retreats, conferences and off-sites for the management team, as needed.
  • File and organize documents and papers.
  • Update Vendor Rosters with pertinent contact information yearly, and as needed.
  • Research special topics and organize special events as assigned by the E.D.
  • Handle E.D’s expense reimbursements.
  • Perform other reasonable tasks as assigned by the E.D.
  • Assists the E.D in the billing process and procedures.
  • Assists with new vendor set up administration.
  • Inventory and places orders for community office supplies and work room
  • Attend regular meetings and training as directed by the E.D per State and Federal requirements.
 
Other Requirements:
  • The Community operates 7 days a week, 24 hours a day. Department schedules must accommodate fluctuating business demands and employees may be asked to work shifts other than those they prefer or normally work.
  • Employees are required to comply with LCS or department uniform and appearance standards, whichever is more specific.
     
EXPERIENCE & QUALIFICATIONS
  • Bachelor’s Degree or higher
  • Five(5) years experience in ad administrative support role, preferably in an Executive administrative role
  • One(1) year experience preferred in full service CCRC, assisted living, home health, skilled nursing and or hospitality industries.
  • Ability to handle multiple priorities.
  • Ability to perform tasks with frequent interruptions.
  • Posses written and verbal skills for effective communication and the ability to facilitate small group presentations and trainings.
  • Competent in organizational, time management skills
  • Demonstrate good judgement, problem solving and decision making skills.
  • Demonstration of proficiency in computer skills, Microsoft Office( Windows, Outlook, Excel, Power Point) and LCS applications with the ability to learn new applications
  • Needs to be able to create and maintain an Excel spreadsheet
  • Knowledge of the organization and maintenance of filling systems.
  • Ability to meet schedules and deadlines of the work area.
  • Ability to type 60 + WPM.
  • Ability to effectively manage scheduling conflicts.
  • Maintain and protect the confidentiality of resident information at all times.
  • Practice positive resident relations by demonstrating LCS hospitality promises and service standards to residents, families, guests, and the general public.
  • Practice all safety, loss prevention and infection control procedures.
  • Meet, or exceed, LCS’s standards of appearance; comply with LCS’s regulations on sanitation, hygiene and health standards for community personnel.
  • Demonstrate organizational skills, including attention to detail.
  • Able to understand and analyze financial data.
  • Abel to take initiative and be a self-starter.

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