Executive Assistant

TJM PROPERTY MANAGEMENT INC•Winter Haven, FL

1d•Onsite

About The Position

The Executive Assistant at Spring Haven Senior Living plays a critical administrative and human resources support role, directly assisting the Executive Director while supporting department leaders and ensuring high levels of professionalism, organization, and compassionate service throughout the community. This position requires strong human resources knowledge, exceptional customer service skills, and a proactive, service-oriented mindset. The Executive Assistant serves as a trusted partner, resource, and ambassador for Spring Haven Senior Living. At Spring Haven Senior Living, we are committed to creating a culture of compassion, professionalism, and collaboration. This role offers an opportunity to make a meaningful impact, support leadership, and be a vital part of a team dedicated to serving residents, families, and staff with excellence.

Requirements

Strong organizational skills with the ability to manage multiple priorities and maintain attention to detail.
High level of professionalism, discretion, and confidentiality.
Excellent written and verbal communication skills.
Demonstrated strong work ethic and commitment to providing caring, compassionate service in all responsibilities.
Willingness and flexibility to support the Executive Director with a wide variety of projects as assigned.

Nice To Haves

Bachelor’s degree in Business Administration, Human Resources, Health Administration, or a related field preferred (recent graduates strongly encouraged to apply).
Prior experience in human resources support, payroll auditing, administrative assistance, or executive assistant roles preferred.
Experience in customer service, secretarial, administrative, or executive support roles preferred.
Experience in healthcare, senior living, or a service-based environment is a plus.

Responsibilities

Assist with payroll auditing, including reviewing missed punches, incorrect hours, schedule allocations, and resolving discrepancies prior to payroll submission.
Support department heads in adhering to the employee handbook, including: Monitoring attendance, tardiness, and absenteeism trends Assisting with and being present for all employee write-ups Ensuring proper documentation and compliance with company policy
Participate in hiring and termination processes, including: Posting job openings Scheduling interviews Preparing onboarding and separation paperwork
Coordinate and participate in new hire orientation, ensuring all required documentation, training materials, and policies are reviewed and completed.
Maintain organized and confidential employee files in compliance with HR regulations.
Provide direct administrative support to the Executive Director, including assisting with projects, reports, scheduling, and special initiatives as assigned.
Maintain strong organization of calendars, files, correspondence, and operational documents.
Serve as a liaison between the Executive Director, department heads, employees, residents, families, vendors, and corporate partners as needed.
Deliver exceptional customer service in every interaction—both in person and over the phone.
Demonstrate a willingness to answer incoming calls and assist residents, families, staff, or outside partners with questions or concerns.
Communicate professionally, clearly, and compassionately while upholding Spring Haven Senior Living’s standards and values.
Utilize office and HR software systems efficiently (payroll systems, timekeeping, Microsoft Office, email platforms, etc.).
Assist with data tracking, reporting, and document preparation.
Support general office operations to ensure a welcoming, efficient, and organized environment.