Senior Executive Assistant

Galloway Ridge, Inc.•Pittsboro, NC

6d•Onsite

About The Position

Galloway Ridge is an upscale continuing care retirement community offering care in a warm, welcoming environment. The Senior Executive Assistant provides primary support to the Executive Director and serves as a main point of contact among the executive office, board of directors, staff, and residents. The role performs complex and confidential secretarial functions to help assigned department operations run smoothly, prepares materials for leadership and the board, and handles sensitive information with discretion. This position is fully onsite Monday through Friday.

Requirements

High school diploma required; an associate degree or higher is preferred.
Strong interpersonal skills to handle sensitive and confidential situations and interact with individuals at all organizational levels, with poise, tact, and diplomacy.
Attention to detail in composing and proofreading materials, establishing priorities, and meeting deadlines.
Ability to work in a fast-paced environment while managing multiple tasks and demands.
Positive attitude toward customer service and genuine interest in geriatric care; knowledge of and support for the community’s philosophy and objectives.
Ability to read, write, and follow written and verbal directions, with good communication skills and a personality conducive to excellent public relations.
Knowledge of word processing, spreadsheet, database, and presentation software.
Ability to use standard office equipment, including a telephone, copier, fax, computer, calculator, and printer.
Ability to maintain good working relationships with staff, residents, family members, and the community.
Good sense of efficiency and delegation; ability to handle routine problems and know when to refer problems to a supervisor.
Flexibility and openness to change; may be required to work overtime and/or rotating hours or shifts to provide appropriate coverage.

Nice To Haves

Associate degree or higher.

Responsibilities

Provide primary support to the Executive Director and serve as a professional, welcoming point of contact for residents, families, board members, the residents council, staff, vendors, and community partners; route questions to the appropriate department.
Protect confidential information, including personnel matters, resident health information, and strategic plans, in accordance with HIPAA and privacy policies.
Manage the Executive Director’s calendar and correspondence, anticipate needs, and protect time for priority work.
Screen mail, respond to routine correspondence, answer routine telephone calls and route them appropriately, and maintain paper and electronic files.
Coordinate, plan, and manage special projects for the executive office as assigned.
Coordinate board of directors and committee meetings, including scheduling, preparing agendas and board packets, taking minutes, maintaining governance records and current board member communications, and supporting the board president and officers as requested.
Plan and coordinate executive office events, such as resident town halls, donor or foundation events, and staff recognition.
Review and process departmental invoices for payment.
Coordinate and print the Galloway Ridge Annual Disclosure Statement.
Perform other assigned duties, including duties that enhance the Resident Experience.