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Executive Assistant

3 months ago

Columbia, United States Residences at Vantage Point Full time

At Residences at Vantage Point, caring for people is our passion. We believe in serving the needs and wants of older adults - caring for them just as we’d care for a member of our own family.

We offer our employees a competitive hourly rate or base salary, with an excellent benefits package after 60 days of employment. This includes:
Medical, dental and vision insurance coverage
403(b) retirement plan with a company match
Company-paid benefits, including short-term and long-term disability and basic life insurance
Paid holidays and vacation program

**Position Title: Executive/Administrative Assistant**

**STATUS**:Exempt
- Salaried

**REPORTS TO**:Executive Director & Administrator

**GENERAL SUMMARY**:
The Executive/Administrative Assistant is responsible for handling office-related functions, serving as administrative assistant to the Leadership team (specifically the Executive Director & Administrator), ensuring an efficient office atmosphere. All job duties are to be performed in accordance with established standards as described in the Quality Assurance Manual for the department.

**Primary Job Duties**:

- **Serves as greeter/screener for Administration office, welcoming visitors and/or residents, answering questions, handling inquiries, and referring to proper departments.
- Maintains all regulatory forms; licenses and systems to ensure compliance (i.e., 855 A &B; CDS lic 668090; MD Dept of Aging certifications; Grants, as applicable; HC Wastewater Permit, MD Health Care Commission Survey; 2567, HIPPA Security Suite etc.)
- Serves as administrative assistant to the Leadership team (specifically the Executive Director & Administrator).
- Prepares and types meeting notices, memos, and other postings as needed (Leadership, All Staff, RAC, Mocha, etc.).
- Supervises the ordering of office supplies, paper supplies, copy machine supplies, printed forms, etc. for Administration.
- Compiles and maintains various master lists and systems (ie.RVP Board and Foundation phone numbers, RVP Leadership, MOD schedule, Compliance etc.).
- Provides administrative support for Board of Directors and Board Committees (preparing meet Update and maintain Resident Handbook to ensure current information is included. (Quarterly review).
- Address and resolve concerns/complaints presented by residents and/or communicating the concerns to the Administrator or with the appropriate manager or Dept Director.
- Along with assistance of the Community Life Services & Concierge, to maintain and assist residents, managers and staff with updating the resident portal Touchtown as needed.
- Along with the assistance of the HR Coordinator, maintain contracts and related documents.
- Maintain and manage M.O.D. Program (Manager on Duty) under the direction of the Administrator and Executive Director.
- Coordinate services with other departments and involve other departments in activities as applicable.
- We greet residents, employees and guests warmly, by name and with a smile.
- We treat everyone with courteous respect.
- We strive to anticipate resident, employee and guest needs and act accordingly.
- We listen and respond enthusiastically in a timely manner.
- We hold ourselves and one another accountable.
- We embrace and value our differences.
- We make residents, employees and guests feel important.
- We ask “Is there anything else I can do for you?”
- We maintain high levels of professionalism, both in conduct and appearance, at all times.
- We pay attention to details.

**QUALIFICATIONS**:

- High School graduate. Bachelor’s degree preferred.
- Ability to communicate effectively in English in a pleasant manner, using proper grammar and diction.
- Ability to work under pressure, meet deadlines, be exacting in performance and work well without direct supervision.
- Ability to learn on the job training and demonstrate correct use of supplies and equipment.
- Satisfactory completion of pre-employment requirements.

**PHYSICAL REQUIREMENTS/WORKING CONDITIONS**:
Normally works in well-lighted area with comfortable surroundings. Requires continuous mental and visual attention to diversified operations; must be able to concentrate with frequent interruptions. Occasional walking; frequent bending, reaching and stooping. Must be able to occasionally sit for long periods of time throughout the workday. Must be able to lift and carry up to 20 lbs. independently. Must have manual dexterity for typing and operation of office machinery including computers.

Salary Range $58k - $62,500k