Executive Assistant

LifeSpire of Virginia Inc•Glen Allen, VA

2d•Onsite

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 role 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 manage schedules, meetings, communications, corporate records, Board activities, and special projects efficiently and professionally. This highly visible position 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 role may also assist in the event of a community emergency.

Requirements

At least 3 years of administrative work experience, preferably supporting senior management.
Advanced proficiency with Microsoft Office Word, Excel, and PowerPoint.
Strong written and oral communication skills.
Excellent 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.
Exceptional organization skills.
Demonstrated drive for results and work commitment.
Ability to build and maintain positive relationships.
Integrity and professionalism.
Ability to work efficiently.
Effective speaking and writing skills.
Functional and technical expertise.

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 necessary preparations.
Organize and schedule quarterly RAC meetings, including agendas, correspondence, attendance, meeting details, meeting synopses, and PowerPoint presentations.
Create PowerPoint presentations for Board, management, and leadership meetings.
Prepare the narrative portion of the SCC report (annual corporate compliance disclosure documents) for LifeSpire/VBH and subsidiary corporations, and coordinate community-specific portions of the annual disclosure process.
Manage information for the company vehicle fleet, including reservations, purchase and sale notifications to the insurance agent, DMV title-transfer and registration forms, inspections, routine maintenance, and approved-driver license and driving-record data.
Maintain the current Board of Trustees list and revised bylaws.
Maintain corporate documents.
Back up the Leadership Executive Assistant with ordering office supplies and maintaining inventory.
Coordinate lunches, meetings, and training sessions for the C-Suite team.
Serve as the relationship point person for the landlord.
Coordinate office moves, including purchasing and moving furniture.
Publish and distribute intercompany communications to all Home Office staff.
Maintain and serve as the key manager of 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.
Be available to assist in the event of a community emergency.
Perform other related duties as assigned.