Job Description

The Assistant Executive Director is a vital leadership role within the assisted living community, serving as the direct assistant to the Executive Director in overseeing daily operations, care coordination, staff management, and regulatory compliance. This position plays a central role in maintaining quality resident care and a safe, supportive environment while ensuring the smooth functioning of the household and providing administrative and clinical support to the Executive Director. The Assistant Executive Director works collaboratively with leadership, care teams, residents, and families to maintain high standards of service and resident satisfaction.

ESSENTIAL JOB RESPONSIBILITIES:
Operational Support & Leadership

• Assist the Executive Director in managing the overall operational performance of the community.
• Serve as the community lead in the Executive Director's absence.
• Create and maintain weekly, monthly, and quarterly reports as required.
• Participate in quality assurance and quality improvement initiatives.
• Adhere to all Wisconsin DHS 83 & 89 regulations and company policies and procedures.

Resident Services & Care Oversight

• Perform pre-admission screenings and ensure completion of resident charts including service agreements, risk agreements, and individual service plans (ISPs).
• Oversee the implementation and adherence to residents’ Individualized Service Plans (ISPs).
• Complete initial and ongoing resident assessments to identify physical, psychosocial, and care needs.
• Organize, lead, and document care planning meetings with families and care teams.
• Review and maintain up-to-date resident documentation in compliance with regulations and company standards.
• Provide direct care to residents as needed, ensuring person-centered and respectful care.
• Oversee and support the medication administration process performed by medication technicians.
• Coordinate resident appointments and transportation.

Staffing & Human Resources

• Assist in the employee hiring and selection process in collaboration with the Executive Director.
• Support the onboarding and orientation process for all new employees.
• Supervise, train, and support staff.
• Assist with onboarding, mentoring, and performance evaluation of staff.
• Participate in performance reviews, evaluations, and disciplinary actions when necessary.
• Assist with staff scheduling and coordinate shift coverage, including finding replacements for absences.
• Participate in the community's on-call rotation for staffing and resident needs.

Compliance & Safety

• Ensure compliance with all Wisconsin DHS 83 or 89 regulations and community policies.
• Review ISPs prior to assuming responsibility for resident care and report changes in condition immediately.
• Monitor and ensure adherence to safety standards, emergency procedures, and infection control protocols.
• Maintain strict confidentiality of all residents, family, and staff information in accordance with HIPAA and company policy.
• Maintain accurate and timely documentation related to resident care, staff schedules, incident reports, and medication administration records.
• Participate in quality assurance activities, audits, and regulatory inspections.
• Ensure confidentiality of all residents and staff information in accordance with HIPAA and company standards.

Resident and Family Relations:

• Foster a welcoming and respectful environment for residents, families, and guests.
• Act as a liaison between residents, families, care staff, and management.
• Assist in resolving resident or family concerns in a timely and professional manner.

Team Collaboration:

• Participate in interdisciplinary team meetings and care conferences.
• Attend required trainings, in-services, and staff meetings.
• Collaborate with other departments (nursing, dietary, activities, maintenance) to support resident-centered care.

General Duties:

• Present oneself in a professional, clean, and respectful manner at all times.
• Maintain a positive and cooperative attitude in interactions with residents, families, visitors, and team members.
• Respond promptly and positively to resident and staff needs or concerns.
• Attend all required staff meetings, in-service trainings, and complete continuing education annually.
• Perform all other duties assigned to support the health, safety, and well-being of the community.

Requirements

• Must be at least 18 years of age.
• Valid Drivers License and ability to pass MVR
• High school diploma or equivalent required; post-secondary education in healthcare, human services, or management preferred.
• Minimum of 2 years’ experience in assisted living, senior care, or CBRF/RCAC environment.
• Prior experience in a leadership, supervisory, or care coordination role strongly preferred.
• CBRF certifications required or ability to obtain upon hire (Standard Precautions, Medication Administration, Fire Safety, First Aid & Choking).
• Knowledge of Wisconsin DHS 83 and 89 regulations and assisted living standards.
• Strong organizational, leadership, and interpersonal skills.
• Ability to effectively prioritize and manage multiple tasks in a fast-paced environment.
• Proficient in computer systems, EMARs, and documentation platforms.
• Ability to work flexible hours including evenings, weekends, and on-call responsibilities.
• Proficiency in electronic medical records and general computer applications.