Executive Assistant

LifeSpire of Virginia•Glen Allen, VA

12d•Onsite

About The Position

LifeSpire of Virginia is seeking an experienced, highly organized, and detail-oriented Executive Assistant to the CEO/C-Suite to join our Home Office team in Glen Allen. This position provides high-level administrative and organizational support to the CEO, COO, CFO, and other members of senior management as needed. The Executive Assistant will serve as a key partner to the C-Suite, helping ensure that schedules, meetings, communications, corporate records, Board activities, and special projects are managed efficiently and professionally. This is a highly visible position that interacts regularly with senior leaders, community leadership, staff, residents, Board members, business partners, and community organizations. The ideal candidate is proactive, polished, exceptionally organized, and comfortable handling sensitive and confidential information with sound judgment and discretion.

Requirements

3+ years of Administrative work, preferably in supporting senior management.
Advanced proficiency using Microsoft Office Word, Excel and Power Point required.
Strong written and oral communication skills.
Excellent attention to detail.
Ability to use discretion in handling confidential information and work independently with limited supervision.
Ability to work effectively among changing and competing priorities.

Responsibilities

Performs administrative tasks for the CEO, COO and CFO, including typing correspondence, updating monthly reports, preparing expense reports, and preparing Board notices.
Assists CEO in scheduling appointments, meetings, and conference calls.
Plans and organizes board meetings and makes whatever preparations are necessary.
Organizes and schedules the quarterly RAC meeting to include agendas, correspondence, attendance, details and meeting synopsis.
Generates PowerPoint presentations for board, management, and leadership meetings.
Prepares the narrative portion of the SCC report (annual corporate compliance disclosure documents) for LifeSpire/VBH and subsidiary corporations for required filings.
Coordinates all community specific portions of the annual disclosure process.
Manages all information for fleet of company vehicles, including maintaining reservation calendars, notifying insurance agents of vehicle changes, preparing DMV forms, scheduling inspections and maintenance, and maintaining driver data.
Maintains current list of Board of Trustees and revised bylaws.
Maintains all corporate documents.
Serves as a backup for the Leadership Executive Assistant for ordering office supplies and inventory.
Coordinates lunches, meetings, and training sessions for the C-Suite team.
Acts as the relationship point person with the landlord.
Coordinates office moves, including purchasing and moving furniture.
Publishes and distributes all intercompany communications to all home office staff.
Maintains and manages Board Effect.
Maintains ongoing reporting for dashboards, strategic planning, and other project reports.
Participates in C-Suite meetings to take notes and minutes for distribution.
Assists in the event of a community emergency.
Performs other related duties as assigned.