Assistant Executive Director

Heritage Senior Living; Elm Grove (WI); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement savings opportunities

Employee development

Job summary

Heritage Senior Living Elm Grove is seeking an organized, compassionate Assistant Director to help lead the day-to-day operations of our community. You will work with the Executive Director to support resident experience, staffing, regulatory compliance, marketing, and financial administration.

This role offers growth toward Executive Director leadership opportunities and requires leadership presence across departments to maintain a high-quality resident experience.

Qualifications

• 1–3 years of experience in assisted living, memory care, senior living, or a related healthcare setting preferred.
• Degree in healthcare administration, business management, healthcare management, or a related field is a plus.
• Knowledge of Wisconsin regulations applicable to CBRFs and RCACs is helpful.

Responsibilities

• Partner with the Executive Director in the overall day-to-day operation of the community.
• Help coordinate operations across clinical, life enrichment, culinary, housekeeping, marketing, and other departments.
• Serve as a visible and approachable leader for residents, families, employees, and visitors.
• Help identify operational concerns and develop practical solutions.
• Assist with maintaining a safe, organized, welcoming, and well-operated community.
• Step in to provide leadership and operational support when the Executive Director is unavailable or as assigned.
• Help ensure community policies, procedures, and operational standards are consistently followed.
• Participate in recruiting, interviewing, hiring, onboarding, training, supervision, and development of employees.
• Assist with supervising caregivers/CNAs, housekeepers, and other assigned team members.
• Help develop employee schedules based on resident and operational needs.
• Provide employees with coaching, feedback, and direction.
• Assist with performance management and corrective action when appropriate.

Skills

Leadership

Operations management

People management

Regulatory compliance

Education

Bachelor's degree in healthcare administration or related field

Experience in senior living or healthcare preferred

Tools

Microsoft Office

Outlook

Job description

Job Details: Job Location: 412 - Heritage Elm Grove - Elm Grove, WI 53122, Job Category: Admin - Clerical, Assistant Executive Director

Heritage Senior Living Elm Grove

Lead With Purpose. Support Your Team. Help Make Our Community Feel Like Home.

Are you a senior living professional ready to take the next step in your leadership career?

Heritage Senior Living is seeking an organized, compassionate, and motivated Assistant Director to help lead the day-to-day operations of our community.

Working alongside the Executive Director, you'll have the opportunity to make an impact across nearly every area of community operations—from resident experience and employee leadership to regulatory compliance, staffing, marketing, and financial administration.

This is an excellent opportunity for an emerging senior living leader who wants to broaden their operational experience and continue developing toward future Executive Director leadership opportunities.

What You’ll Do

Support Community Operations

• Partner with the Executive Director in the overall day-to-day operation of the community.
• Help coordinate operations across clinical, life enrichment, culinary, housekeeping, marketing, and other departments.
• Serve as a visible and approachable leader for residents, families, employees, and visitors.
• Help identify operational concerns and develop practical solutions.
• Assist with maintaining a safe, organized, welcoming, and well-operated community.
• Step in to provide leadership and operational support when the Executive Director is unavailable or as assigned.
• Help ensure community policies, procedures, and operational standards are consistently followed.

Lead & Develop Employees

• Participate in recruiting, interviewing, hiring, onboarding, training, supervision, and development of employees.
• Assist with supervising caregivers/CNAs, housekeepers, and other assigned team members.
• Help develop employee schedules based on resident and operational needs.
• Provide employees with coaching, feedback, and direction.
• Assist with performance management and corrective action when appropriate.
• Coordinate and manage the employee performance appraisal process as assigned.
• Conduct or participate in staff meetings, in-service education, and new-hire orientation.
• Promote accountability, teamwork, communication, and a positive workplace culture.
• Help ensure staffing levels support resident needs and quality service.

Support Resident & Family Experience

• Build positive relationships with residents and families.
• Meet with prospective residents and families to help determine whether community services can appropriately meet their needs.
• Help ensure required resident information and documentation are completed prior to move-in.
• Partner with the Director of Nursing and Executive Director to support systems for resident care, wellness, and life enrichment.
• Maintain awareness of community healthcare resources that may support resident needs.
• Visit with residents throughout the community, including during meals.
• Respond to resident and family questions or concerns promptly and professionally.
• Promote a resident-centered environment that respects dignity, independence, choice, and quality of life.

Maintain Regulatory & Operational Compliance

• Assist with regulatory compliance for applicable Independent Living, RCAC, and CBRF operations.
• Maintain working knowledge of applicable Wisconsin senior living requirements.
• Assist with workplace safety and compliance responsibilities, including OSHA, workers' compensation, and applicable safety documentation.
• Maintain organized records related to inspections, certifications, licensing, renewals, and surveys.
• Immediately notify appropriate leadership when regulatory or inspecting organizations arrive at the community.
• Assist with preparing for inspections, surveys, and other regulatory reviews.
• Help identify compliance concerns and ensure appropriate follow-up.

Support Marketing & Community Growth

• Support community sales and marketing efforts.
• Respond to prospective resident and family inquiries professionally and promptly.
• Conduct or assist with community tours.
• Complete appropriate follow-up with prospective residents and families.
• Assist with community outreach and relationship-building efforts.
• Partner with leadership to promote consistent marketing activities and a positive community reputation.
• Help create an exceptional first impression for prospective residents and families.

Support Administrative & Financial Operations

• Assist with employee payroll processing and ensure required information is submitted accurately and timely.
• Help monitor department and community spending according to established budgets.
• Assist with purchase orders and purchasing processes.
• Maintain accurate and organized administrative documentation.
• Support reporting and other administrative responsibilities as assigned by the Executive Director.

Champion Customer Service

• Help establish and reinforce high customer-service expectations throughout the community.
• Model professional, compassionate, and responsive interactions with residents, families, employees, and visitors.
• Help ensure common areas remain clean, organized, presentable, and welcoming.
• Pay attention to details that contribute to the resident experience, including dining atmosphere and overall community presentation.
• Encourage employees across departments to take ownership of the resident and family experience.

What We’re Looking For

You may be a great fit if you:

• Have senior living or assisted living experience and are ready for broader leadership responsibility.
• Enjoy developing employees and building strong teams.
• Understand the importance of regulatory compliance and accurate documentation.
• Have high expectations for customer service and resident satisfaction.
• Are comfortable interacting with residents, families, employees, and prospective residents.
• Can manage multiple priorities without losing sight of important details.
• Are confident addressing performance concerns and resolving conflict.
• Use sound judgment and remain professional when handling challenging situations.
• Are comfortable making decisions and working independently when needed.
• Enjoy being a visible, hands-on leader throughout the community.
• Are interested in continuing to grow your career in senior living operations.

Qualifications

• 1–3 years of experience in assisted living, memory care, senior living, or a related healthcare setting preferred.
• A combination of relevant education and experience will be considered.
• Degree in healthcare administration, business management, healthcare management, or a related field is a plus.
• Working knowledge of dementia and memory-care services.
• Knowledge of or ability to develop knowledge of Wisconsin regulations applicable to CBRFs and RCACs.
• Previous experience hiring, training, coaching, and managing employee performance.
• Strong leadership, organizational, and time-management skills.
• Strong customer-service orientation.
• Excellent written and verbal communication skills.
• Strong computer skills, including Microsoft Office and Outlook.
• Sound judgment and demonstrated problem-solving and decision-making abilities.
• Ability to manage conflict and resolve complex problems professionally.
• Ability to work independently while collaborating effectively with a leadership team.
• Ability and willingness to maintain a leadership presence during evenings, weekends, and holidays as community needs require.
• Ability to meet applicable pre-employment, training, certification, and regulatory requirements.

Benefits & Perks

• Competitive compensation
• Health, dental, and vision insurance
• Paid time off
• Paid holidays and/or holiday pay
• Retirement savings opportunities
• Employee assistance and wellness resources
• Training and professional development
• Leadership development opportunities
• Career growth and advancement
• Employee recognition programs
• A collaborative and supportive leadership team
• Meaningful work where you can make a difference every day

Essential Functions & Physical Requirements

• Communicate effectively with residents, families, employees, prospective residents, healthcare partners, and community leadership.
• Read, interpret, prepare, and maintain reports, schedules, regulatory information, employee documentation, resident information, and other business records.
• Regularly use computers, telephones, and standard office technology.
• Sit, stand, and walk throughout the community for extended periods as responsibilities require.
• Bend, reach, stoop, kneel, push, pull, and perform movements necessary for assigned responsibilities.
• Lift, carry, and move items weighing up to 50 pounds as required.
• Maintain regular and reliable attendance.
• Work a flexible schedule based on community needs, including evenings, weekends, holidays, and additional hours when necessary.

Why Heritage Senior Living?

The Assistant Director has the opportunity to influence nearly every part of the community.

One moment you may be helping an employee solve a problem. The next, you may be meeting a prospective family, visiting with residents during lunch, preparing for a regulatory review, helping with staffing, or working alongside the Executive Director on an operational priority.

That variety provides an opportunity to develop a well-rounded understanding of senior living operations and leadership while making a direct impact on residents, families, and employees.

If you're ready to expand your leadership experience and help create an exceptional community for residents and employees, we'd love to meet you.

Heritage Senior Living is an equal opportunity employer. Employment is subject to applicable pre-employment, training, certification, and ongoing requirements in accordance with federal and state law.