Executive Assistant

Job Summary

The Executive Assistant provides high-level administrative, operational, and project management support to Executives and members of the Leadership Team. This position is responsible for ensuring efficient day-to-day business office operations, coordinating strategic initiatives, managing complex projects, and facilitating communication across internal and external stakeholders. The Executive Assistant serves as a trusted partner to leadership by anticipating needs, identifying and resolving issues, streamlining processes, and ensuring organizational priorities and deadlines are achieved. This role upholds the mission of the Company by enabling leaders to focus on strategic goals, regulatory compliance, and resident/participant-centered care.

Duties & Responsibilities

• Provide high-level administrative and operational support to Executives and the Leadership Team.
• Manage complex calendars, schedule meetings, coordinate appointments, and prioritize competing demands on executive time.
• Lead and coordinate assigned projects and organizational initiatives from planning through completion, ensuring timelines, deliverables, and objectives are met.
• Oversee daily business office operations to ensure efficiency, organization, and effective workflow management.
• Anticipate executive and organizational needs by proactively identifying challenges and implementing solutions.
• Prepare correspondence, reports, presentations, agendas, and meeting materials with accuracy, professionalism, and attention to detail.
• Support leadership and governance initiatives, including scheduling meetings, preparing agendas, recording minutes, and maintaining corporate records.
• Serve as a liaison between Executives, internal departments, external partners, vendors, regulatory agencies, and community organizations.
• Coordinate travel arrangements, expense reporting, reimbursements, and other executive support activities.
• Manage facility security administration, including overseeing employee badge access, issuing and deactivating credentials, maintaining door access permissions, and ensuring building security protocols are followed.
• Monitor project timelines, compliance reporting requirements, action items, and organizational deliverables.
• Research, analyze, and recommend solutions to operational issues and process improvement opportunities.
• Maintain confidentiality of all sensitive organizational, participant, employee, and business matters.
• Organize and maintain electronic and paper records in accordance with organizational and regulatory requirements.
• Assist with special events, meetings, and organizational initiatives as assigned.
• Provide mentorship, guidance, and support to administrative staff and team members as appropriate.

Qualifications & Requirements

• Education
• • Associate's or Bachelor's degree in Business Administration, Healthcare Administration, Project Management, or a related field preferred.
• Experience
• • Minimum of 3–5 years of experience supporting senior executives, managing business operations, or leading projects in an executive administrative capacity. Healthcare, PACE, nonprofit, or senior services experience preferred.

Skills & Competencies

• Exceptional organizational, planning, and time-management skills with the ability to manage multiple priorities simultaneously.
• Strong project management skills with the ability to coordinate cross-functional initiatives and meet deadlines.
• Proven ability to anticipate needs, exercise sound judgment, and resolve issues independently.
• Excellent written and verbal communication skills with the ability to interact effectively at all levels of the organization.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and electronic records management systems.
• Ability to work independently while collaborating effectively with diverse teams and stakeholders.
• High degree of professionalism, discretion, and confidentiality.
• Knowledge of healthcare regulations, PACE program structure, or senior care services preferred.
• Demonstrated ability to adapt in a fast-paced environment and manage changing priorities.

#ZR

St. Paul’s is committed to protecting our employees and our seniors from COVID-19. As such, St. Paul’s mandates that all newly hired employees be vaccinated to prevent COVID-19. If you cannot vaccinate due to medical and/or religious reasons, please contact our HR Department.

St. Paul's is the leading provider of caring senior services since 1960. We have locations throughout San Diego County including 5 in San Diego (Bankers Hill), 2 in Chula Vista, and 1 in El Cajon. St. Paul's strives to be the most outstanding and innovative senior home and service provider in California. We are dedicated to serving the physical, spiritual and social needs of the elderly and community, fostering a culture of diversity and inclusion within the highest quality facilities, health care and programs consistent with affordable costs.