Executive Assistant

LifeSpire of Virginia • Glen Allen, VA

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About The Position

LifeSpire of Virginia is seeking an experienced, highly organized, and detail-oriented Executive Assistant to support its Home Office in Glen Allen, Virginia. The position provides high-level administrative and organizational support to the CEO, COO, CFO, and other senior management members as needed. The Executive Assistant partners with the C-Suite to help manage schedules, meetings, communications, corporate records, Board activities, and special projects efficiently and professionally.

This is a highly visible role that regularly interacts with senior leaders, community leadership, staff, residents, Board members, business partners, and community organizations. The ideal candidate is proactive, polished, exceptionally organized, and able to handle sensitive and confidential information with sound judgment and discretion. The position may also assist in the event of a community emergency and perform other related duties as assigned.

Requirements

• At least 3 years of administrative work experience, preferably supporting senior management.
• Advanced proficiency with Microsoft Word, Excel, and PowerPoint.
• Strong written and oral communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to use discretion when handling confidential information.
• Ability to work independently with limited supervision.
• Ability to work effectively amid changing and competing priorities.

Nice To Haves

• Experience supporting senior management.

Responsibilities

• Perform administrative tasks for the CEO, COO, and CFO, including typing correspondence, updating monthly reports, preparing expense reports, and preparing Board notices.
• Assist the CEO with scheduling appointments, meetings, and conference calls.
• Plan and organize Board meetings and make the necessary preparations.
• Organize quarterly RAC meetings, including agendas, correspondence, attendance, meeting details, and synopses; generate PowerPoint presentations for these meetings.
• Create PowerPoint presentations for Board, management, and leadership audiences.
• Prepare the narrative portion of the SCC annual corporate compliance disclosure documents for LifeSpire/VBH and subsidiary corporations for required filings.
• Coordinate community-specific portions of the annual disclosure process.
• Manage information for the company vehicle fleet, including vehicle reservations, insurance notifications for vehicle purchases and sales, DMV title and registration forms, inspections, routine maintenance, and approved-driver license and driving-record data.
• Maintain the current list of Board of Trustees, revised bylaws, and corporate documents.
• Back up the Leadership Executive Assistant with office supply ordering and inventory.
• Coordinate lunches, meetings, and training sessions for the C-Suite team.
• Serve as the relationship point person with the landlord.
• Coordinate office moves, including purchasing and moving furniture.
• Publish and distribute intercompany communications to Home Office staff.
• Maintain and manage Board Effect.
• Maintain ongoing reporting for dashboards, strategic planning, and other project reports.
• Participate in C-Suite meetings and take notes and minutes for distribution.
• Assist in the event of a community emergency.
• Perform other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed