Senior Executive Assistant

Williamsburg Landing Inc•Williamsburg, VA

7d•$60,320 - $90,168

About The Position

Reporting to the President/Chief Executive Officer (CEO), the Senior Executive Assistant provides administrative, project, and governance support to ensure the effective functioning of the CEO, COO, Board of Directors, and Resident Association. The role also directly manages and mentors team members who provide Front Desk services in Independent Living, supporting seamless operations and exceptional resident service. The position requires strong relationship-building, careful attention to detail, and adaptability to changing organizational priorities. The Senior Executive Assistant supports executive leadership with calendar and meeting coordination, confidential correspondence and reports, budget administration, records management, resident and stakeholder communications, travel arrangements, policy platform administration, and CARF accreditation documentation and logistics. The role provides comprehensive administrative support to the Board of Directors and its committees, including meeting preparation, minutes, governance records, board software, orientation materials, annual surveys, and coordination with legal counsel. The position also supports Resident Association meetings, communications, records, and committee activities.

Requirements

Five or more years of progressive experience as an Executive Assistant; experience in a senior living or healthcare environment is preferred.
Two or more years of direct experience supporting a Board of Directors, committees, or governance bodies.
Highly proficient in Microsoft Office and Google Suite, with the ability to integrate and adapt quickly to new technologies.
Demonstrated experience with software related to board and policy governance and project management.
Outstanding verbal and written communication skills, including the ability to convey complex information clearly and diplomatically.
Exceptional proofreading, copy-editing, and document-formatting skills for executive-grade reports, correspondence, presentations, board agendas, and committee reports.
Strong organizational, administrative, and project-management skills, attention to detail, and ability to prioritize competing demands and meet recurring and critical deadlines.
Ability to anticipate and proactively meet executive leadership and Board needs, and to represent the CEO and Board professionally with internal and external stakeholders.
Ability to work independently or as part of a team, remain self-motivated and goal-oriented, and establish shared accountability for project ownership and completion.
Ability to manage multiple priorities in a fast-paced environment.
Ability to maintain professional integrity and safeguard highly confidential and sensitive information.
Ability to take initiative in solving problems for residents, partners, and team members, and to use decision-making and collaborative problem-solving skills across teams.
Strong supervisory skills, including the ability to motivate, train, and evaluate staff, resolve workplace conflicts, and promote teamwork.
Ability to stand and walk throughout the shift, participate in activities and events across campus, move about the community, and travel outside the community to attend meetings.
Ability to perform occasional physical tasks, including lifting up to 50 pounds, standing, and walking as needed for operational oversight.

Nice To Haves

Bachelor’s degree, preferably with coursework in Business Administration, Healthcare Administration, or a related field.
Executive Assistant experience in a senior living or healthcare environment.

Responsibilities

Maintain the CEO’s and COO’s calendars and daily workflows, manage competing priorities, and make informed decisions about availability.
Schedule internal and external meetings, coordinate logistics, prepare materials, and ensure appropriate follow-up.
Compose confidential correspondence and special reports, and proofread documents for clarity and professional presentation.
Develop and manage the Administration department budget, monitor expenditures, reconcile its general ledger account monthly, report significant variances to the CEO, and coordinate check requests with Finance & Accounting.
Establish and maintain current filing systems for confidential materials.
Serve as a liaison among residents, their families, the CEO and/or COO, and the Senior Leadership Team; provide information and direct people to appropriate staff as needed.
Administer the PolicyStat online policy management platform, including accounts, workflows, revisions, overdue follow-up, reporting, user training, and ongoing support; ensure policies are retained, reviewed, updated, and compliant with organizational requirements.
Lead administrative coordination of CARF accreditation, including organizing and tracking required documentation, facilitating survey logistics, and ensuring timely annual reports and compliance filings.
Coordinate requested travel arrangements, including flights and lodging.
Maintain Annual Disclosure Statement files with the State Corporation Commission, notify the Chief Marketing Officer and legal counsel when filings are complete, and provide copies upon request.
Maintain effective professional relationships with Board members, staff, management, residents, residents’ families, and visitors.
Coordinate Board of Directors meetings, agendas, meeting facilitation, and related space, facility, meal, refreshment, supply, and technology needs.
Assist Board committees with agenda packets; record, transcribe, and distribute meeting minutes for approval before posting; track action items and matters requiring follow-up.
Maintain current paper and electronic Board records, including packets, approved minutes, resolutions, rosters, and annual Board membership changes.
Prepare annual new Board Member orientation packets, obtain biographies and photographs, schedule orientation after background checks, and prepare organization binders.
Maintain Board governance and document-retention software; coordinate with committee staff liaisons to obtain agendas and approved minutes, upload and update documents, keep Board and committee files current, and assist Directors with system navigation.
Review outgoing correspondence, reports, and publications for grammar, structure, format, attachments, continuity, and compliance with applicable laws, rules, and procedures.
Work with legal counsel to prepare documents required for Board and committee meetings.
Coordinate completion of annual Board surveys.
Maintain a confidential roster of potential Board of Directors candidates.
Compose and distribute minutes of meetings, including monthly Resident Association meetings; assist the Association and its committees with meeting organization, preparation, and mailings; maintain the resident directory and Association Board and committee rosters.
Directly manage and mentor Independent Living Front Desk team members, supporting smooth operations and high-quality resident service.