Executive Assistant to the President & CEO

Full-time

Description

  Position Summary

The Executive Assistant to the President & CEO at Hollenbeck Palms is a trusted administrative and strategic support role responsible for managing executive operations, Board coordination, executive communications, special projects, and organizational initiatives within a nonprofit Continuing Care Retirement Community (CCRC) environment. This position serves as a key liaison between executive leadership, residents, staff, Board members, donors, and external partners while maintaining a high level of professionalism, discretion, and confidentiality. The role requires strong organizational, communication, and project management skills, along with the ability to support community events, governance activities, fundraising efforts, and day-to-day executive priorities in a mission-driven senior living setting.

Essential Duties and Responsibilities

Executive Leadership Support

• Manage and coordinate the CEO’s complex calendar, meetings, appointments, travel, and scheduling priorities.
• Screen and prioritize communications, correspondence, and requests directed to the CEO.
• Serve as a primary liaison between the CEO and internal/external stakeholders.
• Prepare executive reports, presentations, briefing materials, and meeting summaries.
• Draft, edit, and proofread high-level correspondence, speeches, talking points, and organizational communications.
• Anticipate executive needs and proactively resolve scheduling or operational conflicts.

Board of Directors & Governance Support

• Coordinate all Board of Directors and committee meetings.
• Prepare agendas, board packets, meeting materials, and presentations.
• Record and maintain official meeting minutes and governance records.
• Assist with tracking organizational compliance with bylaws, policies, and governance requirements.
• Maintain confidential Board documentation and records.

Community & Operational Support .

• Assist CEO with monitoring resident and community concerns and escalating issues appropriately.
• Coordinate CEO involvement in community events, town halls, resident meetings, and organizational functions.
• Support cross-department collaboration and communication throughout the community.
• Assist CEO with vendor coordination, contract tracking, and executive administrative processes.

Nonprofit & Development Support

• Assist CEO with fundraising initiatives, donor communications, sponsorship coordination, and special events.
• Support preparation of grant materials, donor acknowledgments, and community partnership correspondence.
• Maintain professionalism and sensitivity when interacting with donors, residents, and families.

Project & Administrative Management

• Lead and coordinate special projects from planning through implementation.
• Develop timelines, monitor deliverables, and ensure project completion.
• Maintain organized filing systems, records management, and document retention practices.
• Assist with administrative budget tracking, invoice processing, and expense reconciliation.
• Coordinate logistics for executive meetings, retreats, conferences, and organizational events.

Requirements

Education & Experience

• Bachelor’s degree in business, Public Administration, Healthcare Administration, Communications, or related field preferred.
• Minimum of three (3) to five (5) years of executive administrative support experience supporting senior leadership or C-level executives required.
• Experience within nonprofit organizations, healthcare, senior living, hospitality, or CCRC environments strongly preferred.
• Experience supporting Boards of Directors and governance processes preferred.

Knowledge, Skills & Abilities

• Exceptional organizational, time management, and multitasking abilities.
• Strong written and verbal communication skills with high attention to detail.
• Ability to maintain strict confidentiality and exercise discretion regarding sensitive organizational, employee, resident, and financial matters.
• Strong interpersonal skills with the ability to interact professionally with residents, families, executives, Board members, donors, and staff.
• Ability to work independently while managing competing priorities and deadlines.
• Demonstrated problem-solving and critical-thinking skills.
• Flexibility to support occasional evening meetings, Board functions, or organizational emergencies.

Technical Skills

• Advanced proficiency in Microsoft Office Suite,including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with presentation development and executive reporting.
• Familiarity with project management platforms, donor databases, or nonprofit software systems preferred.
• Ability to learn internal systems and technology platforms utilized by the organization.

Work Environment & Physical Requirements

• Primarily operates in an office and senior living community environment.
• Requires prolonged periods of sitting, computer use, and communication.
• May require occasional lifting of office materials up to 20 pounds.
• Occasional evening or weekend work may be required for Board meetings, resident events, or organizational initiatives.

Salary Description

$24.00 to $35.00 per hour