Senior Executive Assistant

Job Title: Senior Executive Assistant Location: This is a hybrid role. While most work can be done remotely from your home office, candidates must reside within the San Francisco Bay Area. This position requires occasional local travel for in-person events, content creation (like taking photos), and attending conferences. About Us: We are committed to delivering exceptional senior living options that significantly enhance the quality of life for our clients. Our values of compassion, integrity, and excellence guide us as we provide personalized services to help families navigate the complexities of senior living options. Job Overview: We are looking for an exceptionally organized and proactive Senior Executive Assistant to join our dynamic team. This role is crucial for managing a CRM database, handling inquiries, supporting client move-in processes, and facilitating comprehensive administrative support. Additionally, you will manage social media, attend conferences and events, and carry out various ad hoc tasks as needed. The successful candidate will collaborate closely with the CEO and team members to ensure efficient business operations, adherence to HIPAA compliance, and the maintenance of client confidentiality. Responsibilities: CRM Management: Oversee and manage the CRM database of leads, communities, and professionals. Inquiry Handling: Respond to calls regarding senior living options and direct them to the appropriate Senior Living Consultant. Document all inquiries in the database. Client Move-In Support: Assist with the move-in process for clients, including arranging transportation, ordering medical equipment, and facilitating referrals for additional services such as home care and legal assistance. Weekly Updates: Provide concise weekly updates to the CEO during scheduled meetings. Contract Facilitation: Obtain and manage contracts from senior living communities. Communication: Respond to inquiries, calls, texts, and emails promptly within a 24-hour timeframe. Manage team email communications. Information Management: Call communities to gather information, order branded marketing materials, and organize community data. Process Development: Develop processes to improve collaboration regarding client needs. Event and Activity Planning: Plan, organize, and execute activities, events, vendor conferences, and meetings. Calendar Management: Maintain and manage calendars for the team. Administrative Duties: Handle virtual administrative tasks including filing, scanning, and copying. Research and Data Organization: Conduct research, organize data, and create compelling presentations and documents as needed. Social Media Management: Oversee and manage our social media platforms. Statistical Analysis: Gather and organize data for analytical reporting. New Team Member Onboarding: Set up files and tools for new team members, ensuring they have necessary resources from day one. Other Duties: Assist with various aspects of our business as required. Qualifications: Must reside within the San Francisco Bay Area for occasional in-person events and meetings. A proven track record as an Executive Assistant or in a similar administrative role. Strong knowledge of CRM systems with proficiency in database management. Excellent communication skills with the ability to manage multiple tasks effectively. Must be HIPAA compliant and committed to maintaining strict confidentiality. Exceptional organizational skills with the ability to coordinate events and meetings efficiently. Proficient in Microsoft Office applications, social media platforms, and virtual communication tools. Able to create detailed presentations and statistical reports. Must possess a valid driver's license and be capable of handling tasks virtually. Must maintain a dedicated, quiet home office environment that is free from significant distractions. What We Offer: 401K plan & matching Comprehensive company health plan coverage Generous paid holidays & PTO Monthly reimbursements for expenses, cell, and internet. Opportunities for professional skill development and growth within the company & role. A critical role that contributes significantly to the smooth operation and success of our business. We are excited to welcome a dedicated Senior Executive Assistant to our team, who is passionate about making a significant impact in the senior living industry. Equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.