Executive Assistant to the President/CEO and Business Office Coordinator

Oakwood Village; Madison (WI); On-site; USD 50,000 - 75,000; Full time

Job summary

Oakwood Village seeks a Business Office Coordinator/Executive Assistant to support the President and CEO in high-level administrative tasks and strategic initiatives. This vital position includes managing the executive calendar, organizing meetings, and ensuring the seamless operation of the business office, contributing to the mission of serving a vibrant senior community with integrity and compassion.

Qualifications

• 5-7 years of executive administrative experience is required.
• Knowledge of executive level office management.
• Ability to manage confidentiality.

Responsibilities

• Coordinates activities of the President and CEO with an integrated master calendar.
• Manages sensitive information with discretion.
• Facilitates meetings and prepares agendas.

Skills

Communication

Organizational Skills

Discretion

Collaboration

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Job description

Business Office Coordinator/Executive Assistant to the President/CEO

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Business Office Coordinator/Executive Assistant to the President/CEO

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Position Overview

Reporting to the President and Chief Executive Officer (CEO), they are accountable for high-level administrative tasks and support the CEO's strategic initiatives. This person will also support the CFO, CHRO and other key members of leadership achieve their business goals. Additionally they would be a business office coordinator for any of Oakwood office needs and activities at the executive offices.

Position Overview

Reporting to the President and Chief Executive Officer (CEO), they are accountable for high-level administrative tasks and support the CEO's strategic initiatives. This person will also support the CFO, CHRO and other key members of leadership achieve their business goals. Additionally they would be a business office coordinator for any of Oakwood office needs and activities at the executive offices.

This position reports to President and Chief Executive Officer.

MISSION

We are Called to serve a thriving community where seniors live with dignity, purpose and connection.

CORE VALUES

Fully embraces a culture of hospitality and teamwork by living the Oakwood Core Values:

• Compassion: We care deeply about the people we serve and the people we work with on a daily basis. We work together to help one another.
• Faith: We have a commitment to remain true to the vision and mission of Oakwood.
• Inclusion: We include everyone. We welcome opinions and strive to consider different perspectives to create fair, welcoming, and accessible experiences for all.
• Integrity: We work to be transparent and fair. We act with honor and respect for our residents, their families, and our co-workers.
• Dedication: We care about the people we serve and work with on a daily basis. We are dedicated to providing superior service to one another and our community.
  
  

ESSENTIAL RESPONSIBILITIES of the Executive Assistant and Business Office Coordinator (including but not limited to)

• Effectively coordinates and executes the activities and commitments of the President and CEO by producing and managing an integrated master calendar of key events, dates, and deadlines that are critical to the conduct of the organization’s business.
• Through phone, email, inter-campus, and third party carrier, manages the flow of information, including a high-level of very sensitive and highly confidential material with a high degree of discretion to the boards of directors, committees, councils, management, staff, residents and families, vendors, and other organizations.
• Ensures smooth and successful meetings that are associated with the responsibilities of the President and CEO. This includes arranging pre-meeting strategy discussions, agenda preparation, obtaining and delivering meeting materials, outside vendor presentation coordination, and ensuring a quorum will be present.
• Executes arrangements and details of scheduling meeting rooms, catering menus, room set-up, equipment and technology needs, as well as other logistics associated with running a high level meeting.
• Functions as the executive assistant to the President and CEO and Functional Teams as assigned by the President and CEO; processing payroll, tracking PTO, submitting monthly expense reports, creating correspondence, reports, and other materials; coordinating conference registration, travel arrangements, assisting with projects, ability to manage all aspects of mailings and announcements.
• Manages the day-to-day needs of the business office, including the coordination of office supplies, space, equipment, and furniture through the appropriate parties in the Oakwood organization.
• Maintains President and CEO direct-report personnel records and documents, including records or reports required by local, state, and federal agencies. Manages process to account for paid time-off for direct reports to the President and CEO.
• Facilitates regularly-scheduled meetings with fellow administrative professionals throughout the organization in order to foster administrative support efficiencies and effectiveness.
• Preforms other duties as necessary.
  
  

ESSENTIAL QUALIFICATIONS of the Executive Assistant and Business Office Coordinator

• Knowledge of executive level of office management.
• Excellent oral and written communication and human relations skills.
• Works independently with little supervision.
• Highly proficient meeting practices and the recording of minutes.
• Proficiency with Microsoft Office Suite and other platforms as needed including but not limited to company intranet platform and HRIS systems.
• Collaborates with a diverse group of individuals and relate well to the elderly, understanding them and the issues affecting them.
• Exercises independent judgment and make sound decisions.
• Effectively plans, organizes and prioritize works to meet deadlines. Demonstrates an ability to manage multiple, competing tasks.
• Maintains and protects the confidentiality of information.
• Has an executive presence demonstrating being poised, patient, courteous, and maintain a professional manner.
• Willingness to work a flexible schedule to achieve the needs of each campus.
• Effectively collaborates with all levels within Oakwood.
  
  

Experience, Education, And/Or Training

• Bachelor’s degree required.
• Minimum of five to seven years of executive administrative experience is required.
• Notary Public or interest in certification.
• Administrative support experience in health care or senior living experience required.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Other

• Industries

  Hospitals and Health Care

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