Executive Assistant

The Moorings Park Institute Incorporated•Naples, FL

6d•Onsite

About The Position

Moorings Park is seeking a dedicated and talented Executive Assistant to join our team. The Executive Assistant to the President/CEO provides strategic and administrative support to the Chief Executive Officer of Moorings Park Institute, Inc., its subsidiaries, affiliates, and governance committees. This position plays a vital role in ensuring the efficient operation of the executive office and its alignment with broader organizational goals. Designed for a results-driven professional with strong organizational, communication, and problem-solving skills, this role offers significant exposure to C-level leadership, board operations, healthcare administration, and resident relations. The Executive Assistant acts as a central point of contact for internal stakeholders, external partners, and residents, while supporting high-priority initiatives and confidential matters with professionalism and discretion. This position offers a unique opportunity for recent graduates seeking career growth in healthcare leadership, nonprofit governance, or operational strategy within the continuing care retirement community (CCRC) industry.

Requirements

Excellent oral and written communication skills in the English language required.
A college graduate (bachelor’s degree preferred), ideally in Health Administration, Business, Communications, or a related field, or equivalent experience.
A confident communicator, eager to learn from senior leaders and contribute meaningfully to organizational goals.
Highly organized, detail-oriented, and proactive — with a mindset for continuous improvement and ownership.
Technologically savvy, with experience in Microsoft Office Suite; experience with CRMs or board governance software is a plus.
Passionate about healthcare, aging services, and making a difference in the lives of others.

Nice To Haves

Experience with CRMs or board governance software is a plus.

Responsibilities

Serve as the primary point of contact for the CEO’s office, ensuring all visitors and inquiries are greeted with professionalism and courtesy.
Partner with the Executive Management Team to support cross-functional initiatives and executive-level operations.
Oversee the CEO’s calendar, including scheduling of meetings, appointments, travel arrangements, and related logistics.
Draft, edit, and produce high-quality correspondence, reports, and presentations for both internal stakeholders and external partners.
Manage and prioritize incoming communications, responding directly or coordinating follow-up actions on behalf of the CEO.
Assist with the development and delivery of presentation materials for board meetings, executive briefings, and resident forums.
Maintain accurate, organized, and confidential files and records, ensuring compliance with HIPAA and internal privacy standards.
Track and reconcile departmental expenses, office supply needs, and capital-related expenditures for the executive office.
Coordinate administrative logistics and documentation for Strategic Tactical Committees and other interdisciplinary groups.
Assist in the preparation and distribution of internal reporting, including organizational Scorecards and performance metrics.
Manage scheduling platforms, room reservations, and collaboration tools to support meetings and executive functions.
Provide cross-coverage and collaborative support to administrative colleagues to ensure organizational continuity and consistency.
Lead regular knowledge-sharing initiatives among administrative professionals to strengthen communication and skills alignment.
Plan, lead, and execute special projects on behalf of the CEO, exercising sound judgment and independent problem-solving.
Remain current on trends and best practices in executive support, healthcare administration, and operational compliance.
Identify and implement process improvements, technology enhancements, and communication strategies that streamline executive operations.
Support board operations by preparing agendas, materials, and notifications for board and committee meetings.
Maintain annual board calendars, session planning documents, and recurring reporting schedules.
Assist with governance record-keeping, policy updates, and regulatory documentation.
Prepare official meeting minutes and maintain permanent records for all board and committee activities.
Manage the board portal, maintain board member rosters, and oversee updates to internal and external web content.
Coordinate logistics for board travel, conference registration, and onboarding of new members including fingerprinting and compliance with AHCA, DFS, and OIR requirements.
Serve as a resource for residents and family members seeking executive support or direction to the appropriate departments.
Provide administrative support to the Residents Council Finance Committee, including scheduling, technology setup, and documentation.
Support communication and data-sharing related to experience management programs (e.g., Qualtrics, Walker) in collaboration with the COO.
Provide notary public services to residents and staff as needed.