Executive Assistant

LifeSpire of Virginia Inc; Glen Allen (VA); On-site; USD 60,000 - 90,000; Full time

Job summary

LifeSpire of Virginia is seeking an Executive Assistant to support our Home Office in Glen Allen, Virginia. This role provides high-level administrative support to the CEO, COO, CFO, and senior management, ensuring calendars, meetings, communications, and board activities run smoothly.

The ideal candidate is highly organized, discreet, and proactive, with strong written and oral communication skills and the ability to handle confidential information with sound judgment.

Qualifications

• 3+ years of Administrative work, preferably in supporting senior management
• Advanced proficiency using Microsoft Word, Excel and PowerPoint
• Strong written and oral communication skills
• Excellent attention to detail
• Ability to use discretion in handling confidential information and work independently

Responsibilities

• Performs administrative tasks for the CEO, COO and CFO, including drafting correspondence and preparing reports
• Schedules appointments, meetings, and conference calls; plans and organizes board meetings
• Prepares Board notices and meeting materials; coordinates quarterly RAC meeting and PowerPoint slides
• Maintains Board of Trustees list and revised bylaws; manages corporate documents
• Back-up for Leadership Executive Assistant for ordering office supplies and inventory
• Coordinates lunches, trainings, and meetings for the C-Suite; maintains relationship with landlord
• Manages fleet information and vehicle-related documents; coordinates office moves and equipment purchases
• Publishes and distributes intercompany communications and maintains Board Effect dashboards

Skills

Exceptional organizational skills

Written and verbal communication

Discretion and confidentiality

Independent work

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

LifeSpire of Virginia is seeking an Executive Assistant to support our Home Office in Glen Allen, Virginia.

About LifeSpire of Virginia:

At LifeSpire of Virginia, our mission is at the heart of everything we do: to empower seniors to live their best lives. As a nonprofit organization serving older adults throughout Virginia, we are committed to creating communities where people can live with purpose, experience meaningful connections, and receive exceptional service and care.

Our Home Office team plays an important role in supporting our communities and the people who call them home. When you join LifeSpire, you become part of an organization where your work has a meaningful impact—not only on your colleagues, but ultimately on the residents and families we serve.

About the Opportunity:

LifeSpire of Virginia is seeking an experienced, highly organized, and detail-oriented Executive Assistant to the CEO/C‑Suite to join our Home Office team in Glen Allen.

This position provides high-level administrative and organizational support to the CEO, COO, CFO, and other members of senior management as needed. The Executive Assistant will serve as a key partner to the C‑Suite, helping ensure that schedules, meetings, communications, corporate records, Board activities, and special projects are managed efficiently and professionally.

This is a highly visible position that interacts regularly with senior leaders, community leadership, staff, residents, Board members, business partners, and community organizations. The ideal candidate is proactive, polished, exceptionally organized, and comfortable handling sensitive and confidential information with sound judgment and discretion.

Key Responsibilities and Accountabilities:

• Performs administrative tasks for the CEO, COO and CFO, including typing correspondence, updating monthly reports, preparing expense reports, and preparing Board notices.
• Assists CEO in scheduling appointments, meetings, and conference calls. Also plans and organizes board meetings and makes whatever preparations are necessary.
• Organizes and schedules the quarterly RAC meeting to include agendas, correspondence, attendance, details and meeting synopsis. This also includes generating PowerPoint for the meeting.
• The position is responsible for creating numerous PowerPoints for board, management, leadership.
• Prepares the narrative portion of the SCC report (annual corporate compliance disclosure documents) for LifeSpire/VBH and subsidiary corporations for required filings. This position also coordinates all community specific portions of the annual disclosure process.
• Responsible for managing all information for fleet of company vehicles. Includes: maintains calendar for reserving vehicles for home office drivers, notifying insurance agent of purchase/sale of vehicles; prepares DMV forms for title transfers and purchase/renewal of vehicle registrations, schedules state inspections and routine maintenance, and maintains current data (drivers licenses and driving records) of current approved drivers.
• Maintains current list of Board of Trustees and revised bylaws.
• Maintains all corporate documents
• Is a backup for the Leadership Executive Assistant for ordering office supplies and inventory.
• Coordinates lunches, meetings, training sessions for the C‑Suite team.
• Is the relationship point person, with our landlord.
• Coordinates office moves to include purchasing and moving furniture.
• Publishes and distributes all intercompany communications to all home office staff.
• Maintains and is the key manager of Board Effect.
• Maintains ongoing reporting for dashboards, strategic planning and other project reports.
• Participates in C‑Suite meetings to take notes and minutes for distribution.

• Will be available to assist in the event of a community emergency.

• Other related duties as assigned.

Key Competencies:

• Our Customer is the communities – we serve them and this must be exhibited daily
• Exceptional Organization skills required.

• Drive for Results & Work Commitment
• Build and Maintain Positive Relationships
• Acts with Integrity & Professionalism
• Works Efficiently
• Speaks and Writes Effectively
• Functional/Technical Expertise

Qualifications:

• 3+ years of Administrative work, preferably in supporting senior management.
• Advanced proficiency using Microsoft Office Word, Excel and Power Point required.
• Strong written and oral communication skills
• Excellent attention to detail
• Ability to use discretion in handling confidential information and work independently with limited supervision.
• Ability to work effectively among changing and competing priorities.