Executive Assistant - Chai Point

OVATION COMMUNITIES•Milwaukee, WI

1d•Onsite

About The Position

The Executive Assistant provides high-level administrative, organizational, and operational support to the Administrator of Chai Point. This role requires strong attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced senior living environment.

Requirements

High School diploma or equivalent.
Minimum of 2–3 years of administrative support experience.
Proficiency in Microsoft Office (Outlook, Word, Excel) and ability to learn new systems.
Exceptional organizational skills and the ability to balance multiple projects.
High level of professionalism, discretion, and confidentiality.
Excellent written and oral communication English language skills and phone etiquette.

Nice To Haves

Associates degree or higher education.
Experience in a senior living setting.

Responsibilities

Provide direct administrative support to the Administrator and other Chai Point personnel, including calendar management, meeting coordination, reminders and correspondence.
Prepare agendas, take meeting minutes, and distribute follow-up items for leadership, committee, and departmental meetings.
Draft, edit, and proofread professional correspondence, memos, reports, and internal communications.
Maintain organized electronic and paper filing systems, ensuring confidentiality and compliance with regulatory standards.
Manage inventory of office supplies for Chai Point. Place and track orders for office supplies, ensuring adequate stock for the administrative team.
Serve as a point of contact for internal and external stakeholders on behalf of the Administrator.
Assist with coordination of leadership meetings, Town Hall, Resident Council, Food Committee, Memorial Service, Lunch & Learns, Holocaust Survivors Seder, Israel Independence Day Observation, and other events & committees as needed.
Support communication between departments to ensure follow-through on assignments and initiatives.
Assist with preparation and distribution of community-wide notices and announcements.
Handle incoming phone calls, check voicemail and e-mails daily.
Assist with tracking documentation related to regulatory compliance, surveys, policies, and procedures.
Help maintain records required for CBRF & RCAC operations, audits, and inspections.
Support emergency preparedness planning, documentation, and updates as directed by the Administrator.
Provide professional, welcoming support to residents and families when interacting with the administrative office.
Assist with documentation requests, letters of verification, and general administrative needs.
Maintain discretion and sensitivity when handling resident, staff and family matters.
Assist the Administrator with special projects, data tracking, quality assurance and process improvement initiatives.
Support onboarding and administrative coordination for new leadership staff as needed.
Coordinate logistics for events, training, and leadership initiatives.
Perform other duties as assigned.