Business Office Manager and Executive Assistant (Glenaire)

Kintura•Cary, NC

1h•Onsite

About The Position

Glenaire is seeking a Business Office Manager & Executive Assistant to serve as a trusted partner to our Executive Director and leadership team while helping keep our administrative and business office operations running smoothly. This is a highly visible role for someone who is professional, proactive, detail-oriented, and comfortable managing a wide variety of responsibilities. From executive support and financial administration to donor relations, events, office operations, and special projects, no two days will look exactly the same.

Requirements

Associate or bachelor’s degree in business administration, management, or a related field preferred.
3–5 years of experience in executive assistance, office management, business office administration, or a similar role.
Strong written and verbal communication skills.
Exceptional organization, attention to detail, and time-management abilities.
Ability to successfully manage multiple priorities, deadlines, and projects.
Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
Excellent judgment and the ability to maintain confidentiality.
Professional, approachable demeanor and the ability to work effectively with executives, residents, families, team members, vendors, donors, and community partners.

Nice To Haves

Experience in senior living, healthcare, hospitality, or a similarly service-focused environment.
Experience supporting executive leadership or governance activities
Familiarity with donor management, fundraising, event management, electronic health records, or other platforms used in senior living.

Responsibilities

Provide high-level administrative support to the Executive Director and leadership team.
Manage calendars, appointments, meetings, travel arrangements, and competing priorities.
Coordinate leadership schedules and help ensure meetings, events, and key activities are well planned and executed.
Prepare and distribute professional correspondence, reports, presentations, agendas, and other materials.
Record and distribute meeting minutes for leadership and committee meetings.
Handle confidential and sensitive information with discretion and sound judgment.
Build connections with organizations such as the Cary Chamber of Commerce, Town of Cary, and other community partners to identify events and engagement opportunities.
Enter gifts into Foundation software and process donor acknowledgement letters.
Record and reconcile donations.
Assist with fundraising initiatives, scholarship applications, donor events, Glenaire Society luncheons, space dedications, panel discussions, social hours, and other Foundation activities.
Manage fundraising reports and donor recognition efforts.
Participate in Foundation software training as needed.
Help manage designated areas of the annual budget and provide budget information to departments.
Reconcile expense reports, process invoices, and assist with account reconciliation and departmental financial support.
Manage office supplies, equipment inventories, vendors, administrative subscriptions, and shared business accounts.
Assist with new vendor paperwork and maintain strong vendor relationships.
Maintain organized and confidential resident files and coordinate annual shredding of sensitive materials.
Proof and order signage, wall plaques, business cards, and other printed or graphic materials.
Serve as a liaison between Glenaire and the management support office.
Manage rental property documentation, including lease agreements and tenant coordination as needed.
Process refunds to estates.
Support special projects and other administrative functions as assigned.