Executive Assistant - Chai Point

Ovation Communities (Jewish Home and Chai Point); Milwaukee (WI); On-site; USD 52,000 - 78,000; Full time

Job summary

Ovation Communities (Jewish Home and Chai Point) in Milwaukee, WI seeks an Executive Assistant to provide high-level administrative and operational support to the Administrator. You will manage calendars, coordinate meetings, draft correspondence, and maintain confidential records in a fast-paced senior living environment.

The role requires discretion, professionalism, and strong communication skills to interact with residents, families, and leaders.

Qualifications

• High School diploma or equivalent; associates preferred.
• 2-3 years of administrative support experience, preferably in a senior living setting.
• Proficiency in Microsoft Office and ability to learn new systems.
• Excellent organizational and multi-project balancing abilities.
• High professionalism, discretion, and confidentiality.
• Excellent written and verbal English communication and phone etiquette.

Responsibilities

• Provide executive-level administrative support to the Administrator and Chai Point staff.
• Manage calendars, meeting coordination, reminders, and correspondence.
• Prepare agendas, take minutes, and distribute follow-up items.
• Maintain filing systems with confidentiality and regulatory compliance.
• Coordinate events and leadership meetings; support resident and staff communications.
• Handle inquiries by phone and email daily.
• Support regulatory documentation tracking and audits.
• Support onboarding for leadership staff.
• Assist with special projects and process improvements.

Skills

Organizational skills

Communication skills

Professionalism

Discretion & confidentiality

Education

High School diploma or equivalent

Associates degree or higher (preferred)

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

PRIMARY PURPOSE OF POSITION

The Executive Assistant provides high-level administrative, organizational, and operational support to the Administrator of Chai Point. This role requires strong attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced senior living environment.

JOB DUTIES

• Provide direct administrative support to the Administrator and other Chai Point personnel, including calendar management, meeting coordination, reminders and correspondence.
• Prepare agendas, take meeting minutes, and distribute follow-up items for leadership, committee, and departmental meetings.
• Draft, edit, and proofread professional correspondence, memos, reports, and internal communications.
• Maintain organized electronic and paper filing systems, ensuring confidentiality and compliance with regulatory standards.
• Manage inventory of office supplies for Chai Point. Place and track orders for office supplies, ensuring adequate stock for the administrative team.
• Serve as a point of contact for internal and external stakeholders on behalf of the Administrator.
• Assist with coordination of leadership meetings, Town Hall, Resident Council, Food Committee, Memorial Service, Lunch & Learns, Holocaust Survivors Seder, Israel Independence Day Observation, and other events & committees as needed.
• Support communication between departments to ensure follow-through on assignments and initiatives.
• Assist with preparation and distribution of community-wide notices and announcements.
• Handle incoming phone calls, check voicemail and e-mails daily.
• Assist with tracking documentation related to regulatory compliance, surveys, policies, and procedures.
• Help maintain records required for CBRF & RCAC operations, audits, and inspections.
• Support emergency preparedness planning, documentation, and updates as directed by the Administrator.
• Provide professional, welcoming support to residents and families when interacting with the administrative office.
• Assist with documentation requests, letters of verification, and general administrative needs.
• Maintain discretion and sensitivity when handling resident, staff and family matters.
• Assist the Administrator with special projects, data tracking, quality assurance and process improvement initiatives.
• Support onboarding and administrative coordination for new leadership staff as needed.
• Coordinate logistics for events, training, and leadership initiatives.
• Perform other duties as assigned.

Qualifications

• High School diploma or equivalent. Associates degree or higher education (preferred).
• Minimum of 2-3 years of administrative support experience with experience in a senior living setting (preferred).
• Proficiency in Microsoft Office (Outlook, Word, Excel) and ability to learn new systems.
• Exceptional organizational skills and the ability to balance multiple projects.
• High level of professionalism, discretion, and confidentiality.
• Excellent written and oral communication English language skills and phone etiquette.