EXECUTIVE ASSISTANT TO THE CEO
Ohio Living Corporate
EXECUTIVE ASSISTANT TO THE CEO
The Executive Assistant provides support to a company officer and department by being a proactive planner and trusted support for key contacts. The Executive Assistant acts as a liaison for communications, scheduling, and special projects so the officer, company executives, and department can stay organized, informed, and prepared to successfully deliver on commitments and effectively execute organizational operations in a timely and efficient manner.
Essential Activities and Tasks
Operations Management and Support
- Proactively provides administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, event planning and coordinating, and distributing documents and other mailings.
- Multi-tasks as a shared support resource for multiple executives effectively anticipating and fulfilling administrative and communications support activities.
- Manages detailed calendar activity requiring interaction with internal and external executives and assistants, as well as board members, consultants, or vendors.
- Coordinates and executes department, committee, board, and other meetings including room reservations, meeting notifications, agenda development, set up, and clean up.
- Compiles, transcribes, and distributes minutes of meetings.
- Makes travel arrangements.
- Prepares memos, letters, reports, slide presentations, handouts, flyers, etc. as requested.
- Handles collection and distribution of departmental mail and courier deliveries, then forwards and redirects when necessary. Takes mail to post office as needed.
- Helps with board, staff, resident, and/or patient events as requested.
- Maintains current and accurate records through use of computers and/or other documentation in accordance with company standards and federal, state, and local standards, guidelines, and regulations.
- Adheres to records management system policy and procedures for the department and ensures departmental staff does the same.
- Operates within the standard company practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
- Coordinates all aspects of board and committee meetings, including scheduling, agenda development, preparing meeting materials and presentations, facilitating mailings, and set-up and clean-up.
- Compiles, transcribes, and distributes minutes of board and committee meetings.
- Serves as support for board and committee members and as a liaison to organization resources and staff members.
Customer Relations and Service Delivery
- Supports the officers’ day-to-day relationships by interfacing with board members, life plan community and Ohio Living Home Health & Hospice staff, residents, patients, and family members as a key administrative contact and liaison by answering questions, providing information, and ensuring appropriate follow-through and/or resolution is executed in a pleasant, professional, and timely manner.
- Reviews and responds to compliments, complaints, and grievances from residents, patients, staff members, and other constituents as directed by the supervisor.
- May fill in for the Receptionist answering the multi-line telephone system and directing calls to proper departments and/or staff, monitoring the main entrance, greeting and directing visitors, verifying who is entering the building, and maintaining the sign-in log for visitors, volunteers, and vendors.
Financial, Assets, and Materials Management
- Processes check requests and pays invoices and expenses.
- Collects forms from new vendors used to add them to the accounting system.
- Monitors departmental expenses placed on credit cards and P-cards.
- Records budgetary expense information.
- May develop and maintain a system for purchasing office supplies for the department.
- May assign purchase order (PO) numbers to PO request, notify staff of the PO status, make PO adjustments, as necessary, and file paperwork appropriately, if applicable.
- Provides technical support for meetings and presentations.
- Bachelor’s degree required.
- Seven years experience in an executive assistant role supporting a department and/or senior management.
- Experience in scheduling travel preferred.
- Must be able to type a minimum of 75 words per minute.
- Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet required.
To learn more about this exciting opportunity and to apply, go to www.ohioliving.org/careers.
Ohio Living is among the country's leading comprehensive resources on aging well. Our Ohio-based services range from a variety of housing options in one of our life plan communities through the full continuum of care to post-acute home health and hospice support for adults, wherever they live. Most importantly, we're a company that:
- chooses to operate as a faith-based, not-for-profit organization
- makes its mission the heart of our organization
- has a reputation for consistently exceeding the needs and expectations of those we serve
- provides an engaging, team-oriented workplace dedicated to career, family and faith
- commits to recognizing our employees for a job well done
We're looking for people who:
- have a passion for helping people, solving problems and contributing to a positive work environment
- are excited about bringing their personal standards and ideals to work each day
- understand that HOW you do your job is just as important as WHAT you do in your job
Why work at Ohio Living?
Depending on an employee's status, they may benefit from:
- competitive wages
- affordable medical, dental, and vision insurance
- 403b retirement savings
- paid time off including your birthday
- training, continuing education, and education assistance
- the latest technology
- unlimited career opportunities
- and much more!
Who is Ohio Living?
Headquartered in Columbus, Ohio Living is one of the nation's largest not-for-profit, multi-site senior living organizations. Since its founding in 1922, Ohio Living has defined the highest standards of quality of life for adults through its 13 life plan communities and Ohio Living Home Health & Hospice.
Our mission is to provide adults with caring and quality services toward the enhancement of physical, mental and spiritual well-being consistent with the Christian Gospel.
Our Values: Care * Integrity * Customer Service Innovation * Financial Stewardship * Leadership