Executive Assistant - Chai Point

PROSPECT CONGREGATE HOUSING INC; Milwaukee (WI); On-site; USD 60,000 - 78,000; Full time

Job summary

PROSPECT CONGREGATE HOUSING INC. is seeking an Executive Assistant to support the Administrator at Chai Point. The role requires meticulous organization, discretion, and the ability to manage multiple priorities in a senior living environment.

You will handle calendars, prepare agendas, draft communications, and coordinate events and leadership meetings, while maintaining confidential records and ensuring regulatory compliance.

Qualifications

• High School diploma or equivalent.
• Associate's degree or higher preferred.
• 2–3 years of administrative support experience, preferably in a senior living setting.
• Proficiency with Microsoft Office (Outlook, Word, Excel).
• Excellent written and oral communication skills.
• Strong organizational skills with discretion and confidentiality.

Responsibilities

• Provide direct administrative support to the Administrator and staff.
• Manage calendars, coordinate meetings, and distribute follow-up items.
• Prepare agendas, take minutes, and draft memos and reports.
• Maintain filing systems and ensure confidentiality and compliance.
• Coordinate office supplies and vendor communications.
• Serve as point of contact for internal and external stakeholders.
• Assist with leadership meetings, notices, and community events.
• Support regulatory documentation, audits, and inspections.
• Help with onboarding and special projects for new leadership staff.
• Provide welcoming, professional assistance to residents and families.

Skills

Calendar management

Meeting coordination

Discretion

Professionalism

Written and verbal communication

Organizational skills

Multitasking

Correspondence drafting

Education

High School diploma or equivalent

Associate's degree or higher

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 DUTIESProvide 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.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.