Executive Assistant

Job Description

Job Description

Carefree Living by Oxford Living is seeking a highly organized and detail-oriented Executive Assistant to join our Carefree Living team. This role provides essential support to the Director of Operations and plays a key part in ensuring smooth administrative processes across our assisted living communities. At Carefree Living, we are a caring and supportive employer that values teamwork, communication, and professional growth, and we are committed to creating an environment where employees feel supported and empowered to succeed.POSITION PURPOSE: Responsible for collaborating with team members in executing an effective and efficient business structure. The role will be responsible for initial and ongoing training and support of new administrative staff within the Carefree Living locations. Ensuring the new hire process and paperwork is properly completed, maintained, and all regulatory aspects are followed. The role will be responsible for training and support of all administrative functions, including scheduling standards, AP/AR, and assistance with policy implementation for administrative staff. Maintaining, coordinating, tracking, and monitoring the functions of waivered services. This position will include directory management, Facebook monitoring, editing marketing material, editing SharePoint as necessary and minor website changes on company website.PRINCIPAL ACCOUNTABILITIES:Train and support all administrative staff, ensuring cost effectiveness and quality standardUnder the direction of the Director of Operations fill in for vacancies either remotely or in person depending on location if neededFocus on employee satisfaction, engagement, cost effectiveness including ordering, scheduling, employee retention and orientation practices.Assist with operational oversight of the continuous quality improvement standards, under the direction of the Director of Operations, Director of Human Resources or Executive Director.Consistently support the general direction, initiatives, and specific final decisions of the Management team in all aspects of the business, use influence sensitively to management and coworkers. Maintain service excellence.Generate goodwill for the organization and its management among staff, clients, suppliers, referral sources, regulatory bodies, the general community, and others pertinent to the business; greet and assist all persons who phone and/or enter the office in a polite, respectful, and helpful manner to ensure positive relationships.Route requests or calls to appropriate company person or functional area, take accurate and timely messages or direct callers to voice mail when appropriate. Distinguish emergencies as appropriate.Ensure reports are prepared and filed in an accurate and time1y manner; prepare correspondence, reports and databases using available computer hardware and software and other office equipmentAssist with the collection of monthly payments from residents, distribute statements to residents as needed, requested or Act as a liaison between the financial and billing functions of the corporate office to that of the housing sitesIdentify and analyze complex issues and problems, using independent judgment to make decisions, and to recommend and/or implement solutions.Complete and maintain an accurate tracking system to ensure and verify all waiver services renewals are completed prior to expiration and resolve discrepancies per established guidelines. Submit information and reports in a timely manner.Follow through and provide updates to facility leadership regarding waiver status and any outstanding items. Ensure the renewal process for all waivered services is completed prior to expiration. Support appropriate electronic and paper record management programs to ensure required information is maintained confidentially and is available to make essential decisions and to meet all compliance issues; ensure effective and efficient processes are in place.Perform other functions as deemed appropriate by the Leadership Team.BENEFITS:Flexible Schedules/Work-life balanceCompetitive WagesPaid TrainingCustomized orientation plan for your professional developmentEmployee Recognition ProgramsMedical/Dental/Vision insurance, company paid basic life and AD&D insuranceFlex Spending, Dependent Care & HSA options available401K with employer matchFree meals at Carefree Living sites while workingPaid Time OffIf you are a motivated professional with a strong background in administration and a passion for supporting quality care, we'd love to hear from you.Learn more at: Living is an EOE/Drug Free/AA Employer