Business Office Manager and Executive Assistant (Glenaire)

Kintura; Cary (NC); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

PTO

Medical/dental/vision insurance

Disability and life insurance

Flexible Spending Account

401k eligibility

Wellness Center access

Team Member Assistance Program

Faith-based environment

Team spirit and making a difference

Job summary

Glenaire in Cary, NC is seeking a Business Office Manager & Executive Assistant to support the Executive Director and leadership team. The role covers executive assistance, financial administration, donor relations, events, and office operations.

The position requires strong organizational skills, discretion, and the ability to manage multiple priorities in a mission-driven community.

Qualifications

• Associate or bachelor’s degree in business administration, management, or related field.
• 3–5 years of experience in executive assistance, office management, or a similar role.
• Strong written and verbal communication, organization, and time-management abilities.
• Ability to manage multiple priorities, deadlines, and projects.

Responsibilities

• Provide high-level administrative support to the Executive Director and leadership team.
• Manage calendars, appointments, meetings, travel arrangements, and competing priorities.
• Coordinate leadership schedules and ensure meetings and events are well planned and executed.
• Prepare reports, presentations, agendas, and other materials.
• Record and distribute meeting minutes for leadership and committee meetings.
• Handle confidential and sensitive information with discretion.
• Build connections with community partners and donors for events and engagement opportunities.
• Assist with donor relations, fundraising initiatives, and foundation activities.
• Manage office budgets, invoices, and vendor relationships.

Skills

Executive support

Calendar management

Communication

Time management

Budget awareness

Education

Associate or Bachelor's degree in business administration/related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

Position:Business Office Manager and Executive Assistant (Glenaire)

Location: Cary, NC

Job Id:2919

# of Openings:1

Business Office Manager & Executive Assistant

Are you an exceptionally organized professional who enjoys being at the center of a busy, mission-driven organization?

Glenaire is seeking a Business Office Manager & Executive Assistant to serve as a trusted partner to our Executive Director and leadership team while helping keep our administrative and business office operations running smoothly.

This is a highly visible role for someone who is professional, proactive, detail-oriented, and comfortable managing a wide variety of responsibilities. From executive support and financial administration to donor relations, events, office operations, and special projects, no two days will look exactly the same.

What You’ll Do

Provide high-level administrative support to the Executive Director and leadership team.

Manage calendars, appointments, meetings, travel arrangements, and competing priorities.

Coordinate leadership schedules and help ensure meetings, events, and key activities are well planned and executed.

Prepare and distribute professional correspondence, reports, presentations, agendas, and other materials.

Record and distribute meeting minutes for leadership and committee meetings.

Handle confidential and sensitive information with discretion and sound judgment.

Build connections with organizations such as the Cary Chamber of Commerce, Town of Cary, and other community partners to identify events and engagement opportunities.

Foundation & Donor Support

Enter gifts into Foundation software and process donor acknowledgement letters.

Record and reconcile donations.

Assist with fundraising initiatives, scholarship applications, donor events, Glenaire Society luncheons, space dedications, panel discussions, social hours, and other Foundation activities.

Manage fundraising reports and donor recognition efforts.

Participate in Foundation software training as needed.

Business Office & Administrative Operations

Help manage designated areas of the annual budget and provide budget information to departments.

Reconcile expense reports, process invoices, and assist with account reconciliation and departmental financial support.

Manage office supplies, equipment inventories, vendors, administrative subscriptions, and shared business accounts.

Assist with new vendor paperwork and maintain strong vendor relationships.

Maintain organized and confidential resident files and coordinate annual shredding of sensitive materials.

Proof and order signage, wall plaques, business cards, and other printed or graphic materials.

Serve as a liaison between Glenaire and the management support office.

Manage rental property documentation, including lease agreements and tenant coordination as needed.

Process refunds to estates.

Support special projects and other administrative functions as assigned.

What We’re Looking For

Associate or bachelor’s degree in business administration, management, or a related field preferred.

3–5 years of experience in executive assistance, office management, business office administration, or a similar role.

Strong written and verbal communication skills.

Exceptional organization, attention to detail, and time-management abilities.

Ability to successfully manage multiple priorities, deadlines, and projects.

Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

Excellent judgment and the ability to maintain confidentiality.

Professional, approachable demeanor and the ability to work effectively with executives, residents, families, team members, vendors, donors, and community partners.

Even Better If You Have

Experience in senior living, healthcare, hospitality, or a similarly service-focused environment.

Experience supporting executive leadership or governance activities

Familiarity with donor management, fundraising, event management, electronic health records, or other platforms used in senior living.

Why This Role Matters

The Business Office Manager & Executive Assistant plays an important role in the daily life of Glenaire. You’ll help leadership stay organized, keep key administrative and financial processes moving, support relationships with residents and donors, and help coordinate the many details that allow our community to operate successfully.

We’re looking for someone who sees what needs to be done, takes ownership, communicates well, and enjoys being the person others can rely on.

What's for You as the Business Office Manager and Executive Assistant?

• PTO
• Excellent medical/dental/vision insurance at a low cost for you and your family
• Disability and life insurance
• Flexible Spending Account
• Retirement Plan (401k) eligibility
• Access to the Wellness Center and free wellness programs
• Robust Team Member Assistance Program
• Faith-based and mission-driven
• A true team spirit and belief in making a difference together!