Executive Assistant to the President and CEO

2 months ago

Madison, United States Oakwood Village Univ Woods Homes, Inc. Full time
Job DescriptionJob Description

The Executive Assistant supports the President and Chief Executive Officer with his or her day-to-day administrative needs and organizational duties. This person will work with the Management Team in achieving the overall goals and Mission of Oakwood Village.

This position reports to President and Chief Executive Officer.

CORE VALUES

Fully embraces a culture of hospitality and teamwork by living the Oakwood Core Values:

  • Compassion: We care deeply about the people we serve and the people we work with on a daily basis. We work together to help one another.
  • Faith: We have a commitment to remain true to the vision and mission of Oakwood.
  • Inclusion: We include everyone. We welcome opinions and strive to consider different perspectives to create fair, welcoming, and accessible experiences for all.
  • Integrity: We work to be transparent and fair. We act with honor and respect for our residents, their families, and our co-workers.
  • Dedication: We care about the people we serve and work with on a daily basis. We are dedicated to providing superior service to one another and our community.

ESSENTIAL RESPONSIBILITIES (including but not limited to)

  • Responsible for the effective coordination and follow-through of the activities and commitments of the PRESIDENT AND CEO by producing and managing an integrated master calendar of key events, dates, and deadlines that are critical to the conduct of the organization’s business.
  • Through phone, email, inter-campus, and US mail, manages the flow of information, including a high-level of very sensitive and highly confidential material with a high degree of discretion to the boards of directors, committees, councils, management, staff, residents and families, vendors, and other organizations.
  • May assist in coordinating the meetings and agendas for each Boards of Directors Meetings, as well as all meeting materials, including new member orientations and , board handbook. Coordinates a master calendar of all board, committee, and council meetings.
  • May assist with organizing the Annual Meeting and Annual Board Dinner events.
  • Records the minutes for board meetings, council meetings, executive sessions, and corporate team meetings.
  • Updates board-related information on the Board Portal website.
  • Responsible for ensuring smooth and successful meetings that are associated with the responsibilities of the PRESIDENT AND CEO. This includes arranging pre-meeting strategy discussions, agenda preparation, obtaining and delivering meeting materials, outside vendor presentation coordination, and ensuring a quorum will be present. Making the overall arrangements and details of scheduling meeting rooms, catering menus, room set-up, equipment and technology needs, as well as other logistics associated with running a high level meeting.
  • Functions as the executive assistant to the PRESIDENT AND CEO and the Functional Teams as assigned by the PRESIDENT AND CEO; processing payroll, tracking PTO, submitting monthly expense reports, creating correspondence, reports, and other materials; coordinating conference registration, travel arrangements, assisting with projects, ability to manage all aspects of mailings, etc.
  • Responsible for the overall organization and day-to-day needs of the PRESIDENT AND CEO office, including the coordination of office supplies, space, equipment, and furniture through the appropriate parties in the Oakwood organization.
  • Maintains PRESIDENT AND CEO direct-report personnel records and documents, including records or reports required by local, state, and federal agencies. Manages process to account for paid time-off for direct reports to the PRESIDENT AND CEO.
  • Facilitates regularly-scheduled meetings with fellow administrative professionals throughout the organization in order to foster administrative support efficiencies and effectiveness.
  • Preforms other duties as necessary.

ESSENTIAL QUALIFICATIONS

  • Knowledge of executive level of office management.

  • Excellent oral and written communication and human relations skills.

  • Works independently with little supervision.

  • Experience with meeting practices and the recording of minutes.

  • Proficiency with Microsoft Office Suite.

  • Ability to work with a diverse group of individuals and relate well to the elderly, understanding them and the issues affecting them.

  • Ability to exercise independent judgment and make sound decisions.

  • Ability to plan, organize and prioritize work.

  • Ability to maintain and protect the confidentiality of information.

  • Must be poised, patient, courteous, and maintain a professional manner.

  • Willingness to work a flexible schedule to achieve the needs of each campus.

  • Ability to work as a team.

EXPERIENCE, EDUCATION, AND/OR TRAINING

  • Bachelor’s degree required.
  • Minimum of five to seven years of executive administrative experience is required.
  • Notary Public or interest in certification.
  • Administrative support experience in health care or senior living experience required.

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