Job description

Executive Assistant

Job ID: 2355
Location: Corporate Office (Elk River, MN)

Mission Statement:

Guardian Angels provides exceptional healthcare, housing, and support services for seniors and their families in the spirit of Christ’s love.

Job Summary:
The Executive Assistant provides daily administrative support primarily for the President/CEO and as directed, other executives. We desire someone with experience managing complex schedules, efficient in planning, prioritization, technically advanced, and possessing excellent written and verbal communications skills. They will represent the President/CEO and company mission in a professional manner to ensure that company goals and objectives are accomplished. When faced with administrative decisions, they will need to be comfortable taking initiative while remaining in compliance with all safety practices and in accordance with established policies. Responsible for work supplies and tools to ensure that resources are being used wisely.

Summary of Essential Job Functions:

• President/CEO first point of contact, call triage, complex calendar management, scheduling of internal/external meetings, client management, mail processing, email management, correspondence, travel arrangements (accommodations, transport, activities), and expense reconciliation/processing.
• Exemplary time management skills to filter and attend to day-to-day functions to maximize the efficiency of the CEO’s schedule so they can maximize their focus on high-level leadership and strategic initiatives. Advise CEO of time-sensitive and priority issues, ensuring appropriate follow-up.
• Utilize effective interpersonal communication skills to coordinate and redirect matters to staff or handle matters personally, as appropriate.
• Provide additional administrative support to the senior executive team members, as directed. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Board of Directors, and leaders that report to the President/CEO.
• Efficient project and process management with coordination of internal/external resources and activities to expedite workflows through process improvement.
• Maintains comprehensive and accurate records. Audits files and other processes for accuracy. Maintains paper and electronic filing systems.
• Expected to handle highly sensitive and confidential financial, legal, personnel and institutional information maintaining confidentiality at all times while exercising professionalism and discretion. This includes adherence to HIPPA policies and procedures.
• Efficiently and effectively manage company meeting logistics: invitations, room reservations, catering, agendas, presentation preparation, documents, charts, tables, strategic materials and plans, minutes, tracking action items, materials distribution and archiving of documentation.
• Organize team events (onsite/offsite), logistics, execution and team communications.
• Prepare board/committee meeting correspondence, materials, agendas and minutes with appropriate post meeting follow-up.
• Attend Annual Membership Meeting of Holy Trinity Episcopal Church, prepare necessary documents for meeting, records and transcribes minutes

Commitment:

• Assist in providing a dignified, respectful, person-centered environment for residents.
• Follow universal precautions, facility infection control guidelines, sanitation and safety standards of practice in all work and activities.
• All duties performed in accordance with current standards, guidelines, state and federal regulations.
• Uphold the mission, vision, and values of Guardian Angels.
• Performs all other duties as assigned.

Qualifications Education:

• High School Diploma or equivalent, plus 2 years technical/business school required. Bachelor’s degree in Business Administration or related field preferred.

Experience:

• Five or more years of experience supporting a senior executive or team.
• Prior experience in working with a Board of Directors.
• Strong time management, analytical and organizational skills and an ability to coordinate multiple concurrent projects.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Exhibits sound judgment with the ability to prioritize and make decisions.
• Strong interpersonal communication skills and the ability to build relationships with key stakeholders.
• Strong business writing, editing/proofreading, document formatting and proficient typing skills required.
• Excellent computer skills including Microsoft Office Suite (Outlook, Word, PowerPoint and Excel), Adobe Acrobat, and social media web platforms.
• Experience with a board of directors software is preferred i.e. Bells Board.
• Maintains good attendance and punctuality.
• Ability to be flexible with work hours to meet business needs.

EEO/AA

Job Type: Full-time

Pay: From $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

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