Executive Assistant to CEO

SUMMARY

This 30-37.5 hour position, provides administrative support for Chief Executive Officer, Board members, and senior management by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. 

Other duties may be assigned.

• Acts as confidential assistant to the Chief Executive Officer. Works with highly confidential information, reports, correspondence, and records.
• Performs various secretarial tasks, especially word processing duties, for Chief Executive Officer, other members of senior management and corporate management staff.
• Composes, types and routes memos, letters, and other correspondence.
• Answers telephone, screens and directs calls, provides assistance and takes messages.
• Makes appointments, schedules meetings, prepares and sends out meeting notices, agendas and reminders.
• Maintains all files of all Board of Directors and Board Committee meetings, actions, correspondence, minutes, etc.
• Takes minutes at meetings as needed.
• Provides administrative support to Director of Marketing, including but not limited to: preparing all contracts required for residency, maintaining master files of contracts and other documents, maintaining updated marketing materials and update the website.
• Provides administrative support to the Director of Development, including but not limited to: data entry for donations, acknowledgment of donations, maintenance of donor mailing lists, updating philanthropy reports.
• Schedules service for office equipment if necessary. Trains new personnel on office equipment.
• Inventories and orders office supplies through Purchasing Agent.
• Assists other staff when necessary.
• Complies with all safety rules and regulations, infection control and standard precautions.
• Complies with confidentiality requirements and residents’ rights.
• Complies with all CARF/CCAC guidelines and standards.
• Demonstrates an awareness of, a respect for and attention to the diversity of the people with whom they interact (persons served, personnel, families/caregivers, and other stakeholders) that is reflected in attitudes, behavior and services.
• Performs job functions in a manner consistent with the mission and goals of the Loomis Communities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Associates degree (AA) in secretarial science (or equivalent from two-year college or technical school), with three to five years experience, or any combination and experience that provides equivalent knowledge, skills, and abilities. Formal training and two years experience with computer networks and associated assemblies. Advanced experience with Microsoft Excel and Outlook a plus.

Building on our proud traditions of integrity, security and hospitality, our vision is for Loomis to always be a vibrant, welcoming community, providing resources to maximize well-being and personal fulfillment; while sharing our talents and strengths with all those whose lives we touch.