Executive Administrative Assistant-2
Company: Covenant Living
Location: Skokie
Posted on: June 25, 2022
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Job Description:
We Are Inspired to Serve. Join us!This position provides senior
executive level support and assistance for executive leaders and is
accountable for planning and directing administrative and
operational activities for the organization's executive leaders.
The position acts as a point of contact between top management,
employees, and other stakeholders. It provides management and
logistical oversight and guidance to identified critical projects.
It relies on extensive experience and judgment to plan and
accomplish goals, and performs a variety of tasks. A wide degree of
latitude is expected. The position interacts regularly with vice
presidents, national directors and campus leadership.
The Executive Administrative Assistant is responsible for providing
advanced, diversified and confidential administrative support for
multiple executive leaders by managing a variety of activities and
functions of the organization.
Performs high level technical and administrative work supporting
executive level leaders and their direct reports:
Structures, organizes and expedites the activities and workload of
the executive leader's office.
Serves as a gatekeeper to the executive leader to help manage and
protect his/her time.
Manages all aspects of the executive leader's calendar for internal
and external meetings, with particular attention to the details of
the executive leader's schedule. This requires careful tracking of
commitments, prioritizing meeting requests and accommodating daily
changes to the schedule. The objective is to keep the leader on
track in the midst of competing demands and shifting
priorities.
Maintain basic executive level operations (material, procedures,
information flow) during on-site and in absence of the executive
leader, assuring continuity.
Collaborate with the senior leader on proactive preparation of
meetings -- developing draft agendas, gathering and posting
materials, reserving meeting space, assuring technology is reserved
and present (laptops, scheduling video or audio calls, etc.),
assuring that meals are provided when requested. Adds meetings to
individual and corporate calendars as appropriate/requested.
Communicates and/or coordinates the executive leader's instructions
with various individuals or departments. Furnishes and obtains
information from other senior leadership. Handles confidential
and/or sensitive information with high discretion.
Obtains and furnishes information on behalf of the executive
leader. Ensures executive leaders are kept informed of all
significant issues on a consistent and regular basis.
Reads, researches and routes correspondence while maintaining
security and confidentiality of highly sensitive information.
Manages work in multiple technical applications including word
processing, database management, spreadsheets, graphics and
presentation software, electronic calendar, email, and other
technical applications.
Compose emails, letters, reports and memos for the executive
leader's review for distribution to the executive and leadership
teams, department staff and others.
Records meeting discussions by attending meetings and recording key
discussions and conclusions.
Reviews, assesses, routes, answers and monitors follow-up action
steps.
Prepares reports, presentations, documents, etc. based on general
instructions. Gathers and analyzes information required for
administrative reporting.
Maintains relevant databases and related records. Review reports,
presentations, documents, etc. for accuracy. Distributes
information and materials as required.
Independently plans and executes events, activities and
meetings.
May provide support for multiple leaders.
As needed, assist in providing support in covering the front desk,
distribution of incoming and outgoing mail and UPS, timely
distribution of campus mail, distribution of faxes, answering
incoming telephone calls and directing callers as appropriate.
Provide other back-up administrative support as directed.
Participate in special work groups and projects as directed.
Performs other duties as assigned.
QUALIFICATIONS
Education: College degree preferred, or an equivalent of education
plus experience.
Skills and Experience: This position requires a minimum five years'
experience in an administrative assistant role or similar position
supporting VP level executives, with preference for 5-10 years'
experience. Experience supporting multiple senior leadership
members. The individual must have excellent inter-personal
relationship skills. The position must maintain confidentiality and
demands accuracy. The individual must have excellent organizational
and time management skills, with experience providing complex
administrative support in a high-profile environment with tact and
diplomacy. The person must be tactful and possess highly proficient
verbal and written communication skills to effectively communicate
with a variety of people and personalities. Initiative and the
ability to follow through are essential. This position requires a
highly proactive resourceful team player with the ability to be
effective independently, with little direction. The ability to
multi-task with accuracy is essential. Solid working knowledge of
office processes, and of related computer software and electronic
communications tools. Advanced Microsoft Office skills and
expertise with Microsoft Office 365 (Word, Excel, PowerPoint) is
essential.
Familiarity with Continuing Care Retirement Communities or other
retirement communities systems is a plus.
For full time employees, we offer a generous benefits package that
includes:
Covenant Living and CovenantCare at Homeare equal opportunity
employers. All qualified applicants will receive consideration for
employment without regard to race, color, sex, sexual orientation,
gender identity or expression, religion, national origin or
ancestry, age, disability, marital status, pregnancy, protected
veteran status, protected genetic information, or any other
characteristics protected by local laws, regulations, or
ordinances.
Required qualifications:
Keywords: Covenant Living, Skokie , Executive Administrative Assistant-2, Administration, Clerical , Skokie, Illinois
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