Executive Assistant to CEO/COO

Description

Our legendary community is looking for an innovative and compassionate leader. Known for our loving and embracing atmosphere and for team players who make a difference powerfully and mightily every day, we want you to help us move our community to even higher levels. The Executive Assistant is responsible for the day-to-day inspiration and motivation of our Welcome Center team members and superior administrative support to our Chief Executive Officer and our Chief Operations Officer.

You will be a proactive, energetic, passionate and inspirational leader who is especially focused on radical hospitality, providing high-quality support, and ensuring that our Mission, Vision, and Core Values at Beatitudes Campus are not just words, but experiences lived every day. We embrace all and welcome all. If you do too, we want you.

Main Job Responsibilities:

• Demonstrates a belief in and supports the concept of mission driven care and insures that all departments reflect this concept.
• Acts as primary liaison between CEO and Board of Directors. Takes minutes at all Board meetings and executive staff meetings. Manages correspondence between Board and CEO. Delegates support/clerical aspects of work as appropriate.
• Maintains permanent records of the Board of Directors, the Executive Committee, and other special committees, including agendas, minutes, and reference materials in accordance with current standard practice and legal requirements.
• Serves as administrator for BoardEffect, the Board of Directors communication platform
• Supervises Welcome Center Team
• Prepare special orientation materials and Board correspondence.
• Serves as a liaison between Administration, Board, and resident community.
• Maintains strict confidentially with all matters pertaining to Executive Team and Board of Directors.
• Manage the administrative day-to-day affairs of the CEO/COO offices, including scheduling appointments, making/returning phone calls and providing logistical support for any conferences, meetings, or seminars.
• Maintain an efficient flow of information between all levels of the CEO’s contacts, both internal and external, on various initiatives and objectives of the Beatitudes Campus.
• Screen incoming calls to the CEO/COO, determining nature of call and whether or not it requires the attention of the CEO/COO. Whenever possible, responds to caller directly based on knowledge of preferences, office functions, availability, etc.
• Process all incoming correspondence received in the office of the CEO/COO prioritizing and determining its disposition. Determines which correspondence can be handled by self and drafts responses for the CEO/COO’s signature based on knowledge of her activities, interests, and priorities.
• Arrange travel accommodations for the Executive Team and Board of Directors, including ground, air, lodging, special services enroute, meeting sites, and reference materials.
• Process recurring invoices relating to catering, special orders coding as appropriate and preparing reimbursable expenditures, preparing purchase orders with supporting documents as necessary.
• Maintain files used by the CEO/COO and company files of the campus on an ongoing basis, modifying when deemed necessary; applying pertinent rules pertaining to retention and disposition.
• Arrange special one-time events sponsored by any member of the Executive Team to include announcements, menu, site selection, and related details.
• Responsible for logistical arrangements and onsite coordination for the Board of Directors, Executive Team meetings as well as other special team meetings.
• Perform Notary Public services upon request.

Requirements

Minimum Training and Experience

Minimum Education: Prefer Bachelors degree from an accredited four year college or university.

Minimum Experience: Five years experience in an Executive Assistant role. Experience in a not-for profit, health care delivery system with a Board governance structure preferred. Familiarity with information systems, health care reporting, managing multiple calendars and project management.

• Licensure/Certification: Notary Public preferred
• Level of Supervision: Supervises Welcome Center staff.
• Management Experience Required: Minimum of three years.