Assistant Executive Director

Job Description

Job Description:\n\nMake a Real Difference, Every Single Day  \nAs a nonprofit leader in aging, Eskaton helps people live well, longer — with trusted guidance at every stage. We believe aging should be a vibrant, supported, and celebrated journey, not an experience to face alone. For over 55 years, Eskaton has been a cornerstone of Northern California, growing a network of 23 communities dedicated to older adults and the people who care for them. When you join us, you're not just starting a job. You're stepping into a career where your work creates a real impact on people's daily lives and strengthening the communities we call home.  \nWe Invest in You (Because You Invest in Others)  \nWe know that to take great care of our residents, we must take great care of you. We are genuinely committed to your health, your happiness, and your future. That’s why we offer:  \n\n Financial Security: Competitive pay and a 401K matching program to help you plan for your own future.  \n\n Total Wellbeing: Comprehensive benefits that support your physical and mental health.  \n\n A Place Where You Belong: We celebrate diversity and equity across the entire aging spectrum, ensuring every team member feels seen and valued.  \n\nOur DNA (Core Values)  \nWe’re looking for people who align with our mission and want to grow with us:  \n\n Welcoming: You’re a natural at creating warmth and a sense of belonging for everyone you meet.  \n\n Bring (Y)our Best: You take pride in your work and strive for excellence in the "little things" and the "big things" alike.  \n\n Empowerment: You don't wait for permission to do the right thing. You step up, take ownership, and lead with initiative.  \n\n Growth: You’re a lifelong learner who seeks consistent improvement and sustainable growth.  \n\nEssential Job Functions\n\n Leadership & Strategic Management\n In conjunction with the Executive Director\n • Support the Executive Director in achieving the mission, strategic plan, and operational goals.\n • Participate in sales initiatives through involvement in industry groups, community functions, and networking events.\n • Lead and develop department heads and staff, fostering a culture of accountability, service excellence, and continuous improvement.\n • Work in various positions within the community and fill in as needed. Serve as Manager on Duty in the Executive Director's absence. This may include overseeing and managing a department during the absence of the department head.\n • Actively participate in planning, goal setting, and organizational change management.Resident Care & Services\n In conjunction with the Executive Director\n • Ensure services are delivered in accordance with resident needs, regulatory requirements, and organizational standards.\n • Oversee admissions, assessments, and service plans for prospective and current residents.\n • Create a safe, stimulating environment that promotes well-being, independence, and dignity.\n • Address and resolve resident and family concerns in a timely and professional manner.Business & Financial Management\n • Assist in the development, monitoring, and analysis of operating and capital budgets, including forecasting, planning, and managing the replacement of major capital items (e.g., HVAC, roofing, parking surfaces). Support maintenance duties as needed, with assistance from the Eskaton Support Center. Monitor revenue, expenses, occupancy, and payroll to ensure financial goals are met, if applicable.\n • Oversee billing, collections, petty cash, and resident trust accounts in coordination with Corporate Accounting.\n • Ensure accurate coding, reporting, and variance analysis for monthly financial statements.Human Resources & Staff Development\n Supervise HR staff in responsibilities including, but not limited to:\n • Recruit, hire, train, coach, and evaluate staff; implement corrective action when needed.\n • Oversee employee relations, compliance with corporate personnel policies, labor laws, and collective bargaining agreements, if applicable.\n • Ensure accurate scheduling and payroll records; monitor attendance, overtime, and leave usage.\n • Conduct and/or facilitate orientation, onboarding, and ongoing staff training.\n • Encourage a positive team culture and employee engagement.\n • Maintain complete and accurate resident and employee records.\n • Lead the Employee Engagement Committee.Property & Campus Management\n • Direct the maintenance, safety, and appearance of community buildings, grounds, fitness centers, pools, and common areas.\n • Partner with the Homeowners Association (HOA), if applicable, to ensure compliance with regulations and community agreements. Serve as an HOA Board representative or member, when applicable.\n • Oversee service contracts, vendor relationships, and capital improvement projects.Regulatory Compliance & Risk Management\n • Ensure compliance with federal, state, and local regulations, including RCFE licensing standards.\n • Maintain compliance with corporate policies, HIPAA requirements, and workplace safety standards.\n • Conduct audits, inspections, and reviews to identify risks and implement corrective actions.Customer Service & Community Relations\n • Promote resident and family satisfaction through responsive service and open communication.\n • Support sales efforts by conducting tours, explaining services, and communicating Eskaton’s value proposition.\n • Build and maintain positive relationships with residents, families, staff, volunteers, vendors, and community organizations.\n • Represent Eskaton’s interests within the HOA and local community.\n • Perform other duties as assigned by the Executive Director, which may include supervision of additional departments as needed.Corporate Compliance\n • As an employee of Eskaton, fully comply with all provisions of the Corporate Compliance Policy. Full compliance with the policy is a condition of employment with Eskaton.\n • Promote compliance with Corporate Compliance Policies among subordinates.HIPAA Compliance\n • As an employee of Eskaton, fully comply with all provisions of the Health Insurance Portability and Accountability Act (HIPAA). Full compliance with HIPAA policies is a condition of employment with Eskaton.\n • Promote compliance with HIPAA policies among subordinates.Leadership & Management Skills\n • Responsible for hiring, orienting, training, coaching, counseling, promoting, evaluating, and making employment decisions for the department.\n • Responsible for the supervision and organizational structure within the department. Delegate and follow up appropriately to ensure quality, equity, and consistency.\n • Conduct employee performance appraisals in a timely and thorough manner.\n • Accountable for the development and maintenance of the department budget and fiscally responsible in accordance with approved budgets and policies.\n • Lead by example and provide appropriate supervision in accordance with Eskaton’s values and mission.\n • Maintain constructive relationships with managers, peers, and employees while contributing to a positive work environment and demonstrating value to staff and residents.\n • Attend, participate in, and facilitate appropriate educational, management, and in-service meetings.\n • Encourage the implementation of Eskaton’s Problem-Solving Process.\n • Demonstrate the ability to complete job objectives in a timely manner.\n • Demonstrate positive behavior characteristics, including a positive attitude, initiative, cooperation, adaptability, fairness, ingenuity, dependability, and integrity.\n • Plan and organize assignments and workflow to achieve maximum effectiveness and efficiency.\n • Perform other duties and assignments deemed appropriate by the Executive Director.Interpersonal Relationships\n • Communicate unresolved work-related issues through the appropriate chain of command. Demonstrate effective problem-solving skills and handle confidential information appropriately.\n • Demonstrate flexibility with changing workloads, establish priorities accordingly, and carry out job assignments independently.\n • Remain calm in an environment with many demands, frequent changes, and interruptions.Teamwork\n • Be friendly and courteous to residents and coworkers. Model a service-oriented attitude, take ownership in solving problems, and take initiative to improve situations.\n • Work as a team player within the department and across departments.\n • Assist coworkers when personal assignments are completed or when requested by the appropriate supervisor.Miscellaneous\n • Work in accordance with established safety guidelines, emphasizing proper body mechanics and safe work practices; wear appropriate safety equipment.\n • Maintain attendance as outlined in Eskaton policy.\n • Attend and participate in appropriate in-service and departmental meetings.\n • Promptly report noticeable environmental or equipment repair needs to the Maintenance Department.\n • Maintain a professional image by adhering to prescribed dress code and uniform requirements.\n • Obtain criminal record clearance prior to employment and presence in the community.\n • Complete required health screenings and tuberculosis testing in compliance with applicable requirements. Test results must not be older than six (6) months and must be received by the community within seven (7) days of employment.\n\nOther Job Functions\n\n Models and embodies Eskaton’s core values, including: \n\n \n \n Creating a sense of warmth, welcoming and belonging for all \n \n\n \n \n Fostering excellence in everything we do \n \n\n \n \n Seeking consistent improvement, learning and sustainable growth \n \n\n \n \n Stepping up, taking ownership and leading with initiative \n \n\n Fully comply with all provisions in Eskaton’s Corporate Compliance Policy and the Health Insurance Portability and Accountability Act (HIPAA). \n\n Maintains attendance as outlined in Eskaton policy.\n\n Follows required dress code and Eskaton’s Community Appearance Standards. Maintains a professional image for the public and residents.\n\n Works in accordance with established safety guidelines; uses proper body mechanics; follows safe work practices; wears appropriate safety gear. \n\nAnnual salary ranges from $80,000 to $90,000. Factors such as scope, responsibilities, experience, education, job-related skills, internal equity, and market considerations may influence base pay. \n\nQualifications\nEducation \n\n Two years of college (required); bachelor’s degree in business, healthcare administration, or related field preferred.\n Must hold a valid California RCFE license.\n Two years of college (required); bachelor’s degree in business, healthcare administration, or related field preferred.\n Must hold a valid California RCFE license.\n\nTraining & Experience \n\n Minimum three years of experience managing residential care, senior living, or large community operations.\n Experience supervising staff, budgeting, and managing multi-department operations.\n Knowledge of property management, HR practices, and financial management.\n\nJob Knowledge \n\n Strong leadership, communication, and interpersonal skills.\n Ability to analyze financial and operational data to inform decisions.\n Knowledge of applicable laws and regulations.\n Proficiency with computers and relevant software (scheduling, accounting, HRIS).\n Ability to foster teamwork, resolve conflicts, and drive results.\n Flexibility in work schedule as evidenced by working holidays, evenings, weekends, and additional shifts when necessary to ensure adequate coverage within the department.\n\nCompetencies\n\n Leadership & Strategic Thinking\n Financial & Business Acumen\n Resident-Centered Service Orientation\n Human Resources & Talent Management\n Communication & Relationship Building\n Change Management & Problem Solving\n Operational & Project Management\n Technical Proficiency\n\nWorking Conditions and Physical Requirements: \n \nSedentary Work \nExerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently. Sedentary work involves sitting more than 67% of a typical workday. \nX\nLight Work \nExerting up to 20 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg control requires exertion of forces greater than that of sedentary work and if the worker sits most of the time, the job is considered light work. \nMedium Work \nExerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. \nHeavy Work \nExerting over 50 pounds of force occasionally, and/or up to 50 pounds or force frequently, and/or up to 20 pounds of force constantly to move objects. If related to patient care - Must be able to safely assist residents/patients including but not limited to lifting, turning, supporting weight and movement. \n\nThe final candidate must successfully pass Eskaton's post offer, pre-employment testing which includes a criminal background check, drug test, TB screen test and health screen.  All new hires are required to sign an arbitration agreement as a condition of employment. \nEskaton is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation or protected veteran status. \n#ZR