Executive Assistant to the CEO - Lions Gate

Job Description

Job Summary:

Under the direct supervision of the Chief Executive Officer, this position provides administrative and secretarial support for the Executive Management Team, Board of Directors, Board of Trustees, and Leadership. In addition to typing, filing and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures. 

Job Duties:

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
• Performs desktop publishing. Creates and develops visual presentations for the CEO.
• Takes dictation at Board and other Executive Meetings as required. Provides the first draft to CEO and Executive Team to proofread. Distributes final document to Board Members in a timely manner.   
• Establishes, develops, maintains and updates filing system for the CEO and the department. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail. Opens mail for the CEO. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
• Maintains database for Board of Trustees. Coordinates scheduling of meetings for Committees and other related Board functions using Outlook. Verifies the attendance of active members at the meetings.
• Attends and prepares materials for regularly scheduled meetings of the Board of Trustees, Annual Board Meeting, Friends Board (and related committees) and those otherwise requested for the Agency.
• Supports the process for the annual Employee/Resident Holiday fund in coordination with the Business Office.
• Supports other administrative functions to include (but not limited to) completion of catering requests, tracking of Lions Gate donation cards and acknowledgements to donors, room reservations, concierge relief, etc.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the CEO, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating brochures.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes if needed. Responsible for accuracy and clarity of final copy.
• Supports market data analyst in maintenance of the department finances. Activities include: copying check requests and sending to accounts payable, travel reimbursement, and documenting corporate credit card expenses to corporate finance.
• Serves as relief for Concierge.

• Performs other related duties as directed by supervisor or designee.

   

Job Requirements

• High school diploma.
• Two years of administrative experience.
• Education and experience providing knowledge and proficiency with Microsoft Office Professional.
• Ability to organize a filing system, plan meetings, work with committees and manage an office.
• Willingness to cooperate with and assist the development of a fundraising program, ad journal, etc.
• Ability to take meeting minutes, transcribing them into an effective and usable document.

Professional Requirements

• Adheres to company and departmental personal appearance and dress code policy.  Reports to work in a clean, neat and professional appearance.
• Wears identification at all times while on duty or representing Lions Gate at functions.
• Demonstrates dependability and punctuality by reporting to work on time as scheduled.
• Complies with all Lions Gate policies regarding ethical business practices as outlined in the Corporate Compliance Plan.
• Maintains and ensures compliance with current requirements, including all State and Federal regulations, including OSHA safety protocol and standards.
• Completes annual mandatory education requirements (Corporate Compliance, HIPAA, in-service, etc.).
• Assumes accountability for policies and procedures as contained in the Employee Handbook.
• Maintains a positive behavior while providing quality services to residents/family members.
• Follows the “Preventing Resident Rights/Abuse” Policies and procedures and follows the established incident reporting procedures.
• Maintains and ensures resident and facility information as confidential material at all times.
• Works at maintaining a good rapport and cooperative working relationship with departments, staff, co-workers and management.
• Represents Lions Gate in a positive and professional manner at all times.
• Maintains and obeys the dietary laws for maintaining a Kosher environment in identified areas.
• Attends departmental meetings and in-services as scheduled and required.
• Accepts assignments in a cooperative and positive manner.
• Keeps work area neat, clean and orderly.
• Performs all duties of job to assure resident and personal safety and the protection of co-workers and facility property.
• Maintains professional growth and development through seminars, workshops and professional affiliations.

Company Description

Lions Gate is a not-for-profit continuing care retirement community rooted in Jewish traditions and values. A home to seniors who share a passion for the things that matter – lifestyle, care, community, and tradition – to those who share a passion for life and all its possibilities. 

Here at Lions Gate, we have created a high standard of living for all of our residents. We are committed to honoring the programs and traditions of the Jewish faith in our community. Our employees reflect this commitment through their warm and loving nature in providing care and services to all those that reside at Lions Gate. By becoming part of the Lions Gate community and committing yourself to the care and comfort of each and every resident we serve, we assure you that your life will also be enriched in many ways.

Benefits

• 403(b) Retirement Fun
• Medical Insurance
• Dental Insurance
• Vision Plan
• Paid Holidays
• Paid Time Off (PTO)
• Health Insurance Waiver
• Life Insurance
• MetLaw