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Executive Assistant

2 months ago

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

This Position is a critical role in ensuring the administrative and customer service operations of the campus and is responsible for working with and assisting the University Woods Executive Director with his/her day-to-day administrative needs. This person will work with the Management Team in achieving the overall goals and Mission of Oakwood Village. In addition, they serve as a main point of contact for Independent Living Residents, greatly improving the resident experience of Oakwood Village by allowing residents to feel as though they have the ear of someone who works regularly with the highest levels of administration.

This person is accountable to the University Woods Executive Director.

ESSENTIAL RESPONSIBILITIES

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.

  1. Responsible for the effective coordination and follow-through of the activities and commitments of the University Woods Executive Director 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.

  1. Manages the flow of information via phone, email, inter-campus, and US mail for the University Woods Executive Director.

  1. Supervises University Woods Receptionists, including delegation of administrative projects as needed.

  2. Responsible for ensuring smooth and successful meetings that are associated with the responsibilities of the Executive Director. This includes the overall arrangements and details of scheduling meeting rooms, preparing agendas, catering menus, room set-up, and equipment needs.

  1. Functions as the Administrative Assistant to the Executive Director and University Woods Management Team; creating and editing correspondence, reports, and other materials; coordinating travel arrangements, assisting with projects, ability to manage all aspects of mailings, etc.

  2. Maintains the University Woods Executive Director’s direct report payroll and related documentation, including records or reports required by local, state, and federal agencies.

  1. Responsible for the overall organization and day-to-day needs of the Community Center Office Suite, including the coordination of office supplies, space, equipment, and furniture through the appropriate parties on the University Woods Campus.

  1. Responsible for maintaining database of Oakwood Village-University Woods policies and procedures, making policy changes as directed by Executive Director.

  1. Responsible for maintaining and updating Intranet Calendar for University Woods Campus.

  1. Staff liaison to Campus Connection Newsletter and University Woods Campus Pictorial Directory.

  2. Performs other duties as necessary.

QUALIFICATIONS

  1. Knowledge of executive level office management.

  2. Excellent oral and written communication and human relations skills.

  3. Experience with meeting practices and the recording of minutes.

  4. Proficiency with Microsoft Office Suite.

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

  6. Ability to exercise independent judgment and make sound decisions.

  7. Ability to plan, organize, and prioritize work.
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  8. Ability to maintain and protect the confidentiality of information.

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

  10. Willingness to work a flexible schedule to achieve the needs of the campuses.

  11. Ability to work as a team member that fosters a team approach in meeting the mission of Oakwood Village.

EXPERIENCE, EDUCATION, AND/OR TRAINING

  1. Bachelor’s degree or equivalent work experience is required.

  2. Minimum of five to seven years of administrative experience is preferred.

  3. Notary Public or ability to become a Notary Public preferred.