Executive Assistant

Classification and Pay

Salaried Exempt

Reports to

CEO, COO, and CFO

Summary/Objective

In keeping with our organization’s goals, the Executive Assistant is responsible for providing support to the CEO, COO, and CFO in their respective responsibilities. The position includes coordinating and managing company-wide projects and initiatives, supportive services to affiliated entities, and oversight/audit of programs.

Job Duties

Office Administration

• Answer phone calls and receive mail/communications at corporate office and direct matters to appropriate personnel
• Monitor office and kitchen supplies and order when necessary
• Manage and maintain cleanliness, supplies, janitorial services, and plant operations for office to ensure a pleasant physical environment
• Assist CEO with business and personal travel; assist with arranging travel for company team members
• Assist with calendar management for CEO and other executives as assigned
• Create and revise documents in MS Word, Excel, and PowerPoint as assigned
• Design presentations, reports, and flyers for meetings, programs, and other communications as well as notetaking and communicating with leadership team
• Confer with leadership to resolve matters related to assigned projects
• Plan, schedule, and coordinate meetings with team members and event planning for larger events
• Assist with hiring process, including candidate scheduling, interviewing, testing, and follow-up
• Send welcome emails to facilities to introduce new regional team members
• Maintain measurable performance metrics for various activities: supplier performance, vendor quality, internal vendor ordering processes, financial (AP) performance, and budgetary performance
• Review and recommend purchase orders and vendor contracts as needed to support operational goals

Legal and Compliance

• Identify, research, and respond to incoming communications to General Counsel as assigned
• Oversee administrative, operational, and project management/tracking of nursing healthcare compliance requirements, legal organizational filings, and general project tracking and management plans
• Monthly review of and management of facility license logs maintained by facility administrators and report any concerns
• Oversee administrative, operational, and project management/tracking of assigned policies and processes
• Create and coordinate the conceptual development of assigned programs
• Identify areas for improvement and establish enhancements to the current policies, procedures, and programs to achieve best practices
• Ensure assigned programs are accurately implemented through comprehensive audit and tracking systems
• Support facilities with compliance with OSHA, FMLA, COBRA, and other state and federal employment laws and regulations
• Oversee submission of monthly and yearly employee injury filings with Texas Department of Insurance and OSHA for assigned facilities
• Submit yearly OIG/SAM and Texas EMR employee exclusion screening for assigned facilities

Bookkeeping and Financials

• Develop systems to achieve CEO’s vision and streamline processes
• Manage bookkeeping and accounts payable functions for the organization
• Enter donations in QuickBooks
• Download bank transactions for accounts and enter in QuickBooks
• Manage vendor invoices and payments
• Manage monthly scholarship payments
• Track donations during fundraising campaigns (annual Charidy campaign)
• Create systems and processes for provision of donation tax receipts

Supervisory Responsibility

There are no direct supervisory responsibilities for this position. However, the position requires communication with and management and oversight of affiliated entities to ensure that specific policies, procedures, and programs are implemented correctly.

Work Environment

This role generally will require physical activity that is typical in an office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and may require some use of machinery typically used in office environments.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk and hear. This position at times may require on-site visits to nursing homes and may require the ability to walk, sit, use hands, reach, climb, stoop, bend, kneel, twist, and lift as necessary.

Position Type and Expected Hours of Work

Although this is a Monday through Friday position, significant events can occur at any given time. Ongoing direction and support may be necessary if systems are not properly implemented, continuously improved upon, and monitored. After hours calls may be necessary if there are exigent circumstances.

Travel

This position may require occasional travel.