Job Description

Galloway Ridge is an upscale continuing care retirement community offering top-quality care in a warm, welcoming environment. We are looking for a professional and organized Senior Executive Assistant to join our team! The Senior Executive Assistant serves as primary support person for the Executive Director and is the main point of contact between the executive office, our board of directors, staff, and residents. You will perform complex and confidential secretarial related functions to ensure assigned department operations flow smoothly. This role prepares materials for leadership and the board, and handles sensitive information with discretion.

This position will be fully onsite Mondays-Fridays.

Responsibilities include, but are not limited to:

• Serve as the primary support person for the Executive Director as a professional, warm point of contact for residents, families, board members, the residents council, staff, vendors and community partners, and route questions to the correct department.
• Keep confidential information secure, including personnel matters, resident health information and strategic plans, in line with HIPAA and our privacy policies.
• Mange the Executive Director’s calendar and correspondence while anticipating needs and protecting time for the most important work. Screens mail, responds to routine correspondence, answers routine telephone calls and routes calls to appropriate individuals, maintains paper and electronic files as appropriate.
• 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, keeping governance records and board member communications current and providing support to 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.
• Responsible for coordination and printing of Galloway Ridge Annual Disclosure Statement
• All other duties assigned include, but not limited, to enhancing the Resident Experience.

Requirements

• High School Diploma; Associates Degree or higher preferred.
• Must have high level of interpersonal skills to handle sensitive and confidential situations and to interact with individuals at all levels of the organization. Position continually requires poise, tact and diplomacy.
• Attention to detail in composing and proofing materials, establishing priorities and meeting deadlines.
• Must be able to work in a fast-paced environment with ability to juggle multiple tasks and demands.
• Must exhibit a strong positive attitude toward customer service with a genuine interest in geriatric care. Must be knowledgeable and supportive of the philosophy and objectives of the community.
• Must be able to read, write and follow written and verbal directions. Must possess good communication skills and personality conducive to excellent public relations.
• Knowledge of various software: word processing, spreadsheets, database and presentation software.
• Must use of standard office equipment (telephone, copier, fax, computer, calculator, printer)
• Must maintain good working relationships with staff, residents, family members and the community.
• Must possess a good sense of efficiency and delegation of work assignments. Able to handle routine problems and know when to refer problems to supervisor
• Must be flexible and open to change and may be required to work overtime and/or rotating hours or shifts to provide appropriate coverage.

Why Galloway Ridge?

We offer a supportive work environment, opportunities for professional growth, and benefits that help you thrive:

• Competitive pay based on experience
• Comprehensive health, dental, and vision insurance
• 403(b) retirement plan with employer match
• Paid time off (PTO) and paid holidays
• Tuition reimbursement and continuing education opportunities
• Employee wellness programs and on-site fitness center access
• A collaborative culture built on caring, empowerment, integrity, and commitment

#9 of the Top 25 Best Workplaces in Aging Services

Certified as a Great Place to Work®