Executive Assistant in DALLAS, Texas at Forefront Living

As Executive Assistant, you will be responsible for providing high-level administrative support to the CEO and other Executive Leadership. Reporting directly to the CEO, the position serves as a liaison to the senior management; organizes and coordinates executive outreach and external relations efforts and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

RESPONSIBILITIES:

Models a service attitude towards others, takes ownership in solving problems and takes the initiative to make things better, is friendly and courteous to residents, patients and co-workers

Answer incoming calls and screen for C-Level executives

Organize and prioritize phone calls, voice and postal mail and determine levels of priority

Schedule and organize meetings, conferences, and departmental activities

Coordinate travel and complete expense reports for executive team

Maintain proactive approach with scheduling calendar (provide appropriate amount of time between meetings accounting for travel time, external visitors, etc.)

Compile and maintain corporate documents (e.g. agendas, Board minutes, etc.)

Handle preparation on meetings including coordination of packets, minutes, presentational materials and speaker notes

Type and design general correspondence, memos, charts, tables, graphs, business plans, forms, policies, procedures, etc.; responsible for accuracy and clarity of final product

Prepare and send Board packets and agendas

Attend all Executive, regular Board meetings and committee meetings to record and transcribe meeting minutes

Assist Board sub-committees with planning, scheduling meetings, meeting minutes and any related mailings/correspondence

Supervise all FFL/FFLF administrative staff

Create/maintain email distribution lists (Board, leadership, department managers, etc.) to maintain accuracy at all times

Responsible for on-boarding logistics for Forefront teammates (setting up network access, email, phone, ordering business cards as necessary, adding to appropriate email distribution lists, etc)

Maintain an appropriate number of office/kitchen supplies for the department.

Oversee conference center management in conjunction with Public Relations Manager.

Create an overall Forefront Living calendar which captures events at all Forefront Living entities.

Responsible for overall building first impressions; coordinate and work with facilities team to provide direction on appropriate room set-up for in-house meetings (including blotters, pads, pens, catering needs, computer set-up (with clicker), flips charts/markers (as needed) audio equipment, etc).

Establish, develop and maintain a filing system for C-suite executives; retrieve information when needed.

Act as a project coordinator for special projects assigned by the CEO or C-suite executives.

Act as a liaison with other departments and outside agencies, including high-level staff.

Perform other duties as assigned

GOVERNANCE RESPONSIBILITIES:

Provide assistance to the Board Chair and committee chairs in all matters related to governance and Board operations

Provide the Board with administrative and logistical support

o Develop and maintain the Board calendar

o Record, maintain, and distribute minutes (Board and Committee meetings), resolutions, and materials for the Boards and their committees in a timely manner

Assist in generating materials for Board meetings and retreats; Assist the Board Chair and CEO in developing and distributing meeting agendas

Remain current with governance trends and best practices in order to advise on matters relating to Board structure, conduct, and operation

Collaborate with the CEO, the Chief Compliance Officer, and legal counsel to provide legal compliance on all governance matters of transparency and independence

Facilitate ongoing communication between the Board Chair, chairpersons, and the CEO

Support participation of Board members in meetings and facilitate delivery of timely and concise information from management

Manage and plan Board communications to outside constituencies

Relay information regarding Board needs and expectations to the CEO and management team

Perform other governance duties as assigned

Bachelors degree in Business or related field preferred.

Five+ years experience of C-Level Executive Support in senior living/healthcare organization a plus.

Experience working with a Board of Directors/Trustees a plus

KNOWLEDGE, SKILLS AND ABILITIES:

Demonstrated proficiency in a variety of computer software applications and Microsoft Office

Must possess strong work ethic, be self-motivated and results-oriented, with the ability to work in a team environment

Strong written and oral communication skills

Exceptional ability to manage C-Level Executive calendar requirements (providing proactive reminders, ensuring travel time is built-in between appointments, etc.)

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

Exceptional interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors

o Provide care and feeding of the Board, verifying they receive first-class service

o Develop a strong working relationship with the executive assistants of senior executives and trustees

Demonstrated high professional ability to handle sensitive situations with poise, tact, and diplomacy

Demonstrated proactive approaches to problem-solving with strong decision-making analytical capability

Highly resourceful team-player, with the ability to also be extremely effective independently

Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

Able to demonstrate our Values of Diversity, Integrity, Stewardship and Compassion in performance of daily responsibilities and interactions with board members, donors, residents, patients, teammates and visitors

Ability to work in a fast-paced, multi-tasked, change-oriented environment

Ability to represent Forefront Living in an appropriate and professional manner

Ability to perform Essential Duties as outlined below

Genuine caring for and interest in the care of mature adults, handicapped people and hospice Patients

Ability to perform work tasks within the Physical Demand Requirements as outlined below

Ability to comply with the Resident Bill of Rights and the Employee Responsibilities

Ability to comply with organizational and departmental safety policies and procedures