Senior Executive Assistant

Williamsburg Landing•Williamsburg, VA

About The Position

Reporting to the President/Chief Executive Officer (CEO), the Senior Executive Assistant provides administrative, project, and governance support to help ensure the effective functioning of the CEO, COO, Board of Directors, and Resident Association. The position also directly manages and mentors the Independent Living Front Desk team to support smooth operations and exceptional resident service. The role calls for a polished professional with strong relationship-building skills, careful attention to detail, and the ability to adapt to changing organizational priorities. The Senior Executive Assistant manages executive calendars and workflows, coordinates meetings and travel, prepares and reviews correspondence and reports, and handles confidential records. The role also supports administration budgeting and monthly account reconciliation; serves as administrator for the PolicyStat policy management platform; and leads administrative coordination of CARF accreditation documentation and logistics. For the Board of Directors, the position coordinates meeting logistics and agendas, prepares materials, records and distributes minutes, tracks action items, maintains governance records and software, supports new Board Member orientation, and works with legal counsel on meeting-related documents. The position also supports Resident Association meetings, committees, minutes, mailings, directories, and membership rosters. The role includes supervising and developing Front Desk staff and requires the ability to move throughout the community and perform occasional physical tasks, including lifting up to 50 pounds.

Requirements

Bachelor’s degree preferred, with coursework in Business Administration, Healthcare Administration, or a related field.
At least five years of progressive Executive Assistant experience; senior living or healthcare experience is preferred.
At least two years of direct experience supporting Boards of Directors, committees, or governance bodies.
High proficiency in Microsoft Office and Google Suite, with the ability to adapt quickly to new technologies.
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 and project-management skills, attention to detail, and a record of prioritizing competing demands and meeting recurring and critical deadlines.
Ability to anticipate and proactively meet the needs of executive leadership and the Board, and represent them professionally with internal and external stakeholders.
Ability to work independently and as part of a team; self-motivated and goal-oriented, with the ability to establish shared accountability for project ownership and completion.
Ability to manage multiple priorities in a fast-paced environment and meet recurring and critical deadlines.
Ability to maintain professional integrity and safeguard highly confidential and sensitive information.
Initiative and problem-solving skills, including collaborative decision-making to address the needs of residents, partners, and team members and support strategic priorities.
Strong supervisory skills, including motivating, training, and evaluating staff, resolving workplace conflicts, and promoting teamwork.
Ability to stand and walk throughout the shift, participate in campus activities and events, move about the community, and travel outside the community to attend meetings.
Ability to perform occasional physical tasks, including lifting up to 50 pounds.

Nice To Haves

Coursework in Business Administration, Healthcare Administration, or a related field.
Executive Assistant experience in a senior living or healthcare environment.

Responsibilities

Manage the President/CEO’s and COO’s calendars and daily workflows, balancing competing priorities and making informed decisions about availability.
Schedule internal and external meetings, coordinate logistics, provide preparation 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.
Maintain current filing systems for confidential materials.
Act as a liaison among residents, families, the CEO and/or COO, and the Senior Leadership Team; provide information and direct inquiries to appropriate staff.
Administer PolicyStat, including user accounts, workflows, policy revisions, overdue follow-up, reporting, user training, and support; help ensure policies are retained, reviewed, updated, and compliant with organizational requirements.
Lead administrative coordination for CARF accreditation, including organizing and tracking required documentation across departments, facilitating survey logistics, and ensuring timely annual reports and compliance filings.
Coordinate requested travel, including flights and lodging.
Maintain Annual Disclosure Statement files with the State Corporation Commission and notify the Chief Marketing Officer and legal counsel when filing is complete; ensure copies are available upon request.
Maintain professional relationships with Board members, staff, management, residents, residents’ families, and visitors.
Coordinate Board of Directors meetings and agendas, including meeting space, facility needs, meals, refreshments, supplies, and technology.
Assist Board Committees with agenda packets; take, transcribe, and distribute minutes for approval; and track action items and discussions requiring follow-up.
Maintain paper and electronic Board records, including Board packets, approved minutes, resolutions, member rosters, and annual Board changes.
Prepare annual new Board Member orientation packets, obtain biographies and photographs, coordinate orientation after background checks, and prepare organization binders.
Maintain Board governance and document-retention software; obtain agendas and approved minutes from Committee staff liaisons, upload and update documents, keep Board and Committee files current, and respond to Directors’ questions about the system.
Review outgoing correspondence, reports, and publications for grammar, sentence structure, format, attachments, continuity, and compliance with applicable laws, rules, and procedures.
Work with legal counsel to prepare required documents 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 for Resident Association meetings, including monthly meetings; assist the Association and its committees with meeting preparation and mailings; and maintain the resident directory and Association Board and committee rosters.
Directly manage and mentor Independent Living Front Desk team members, supporting their training, performance, and service delivery.
Move throughout the community and attend meetings outside the community as required; perform occasional physical tasks, including lifting up to 50 pounds.