Signature Healthcare is a long-term healthcare provider that is committed to providing an environment of wellness, healing and independence for its residents.

How you will make a difference

• Responsible for overseeing all administrative operations related to maintaining order of important daily business activities for the VP Physical Plant.
• Perform administrative duties for executive management.
• Responsible for screening calls, making travel and meeting arrangements, preparing reports and financial data, training and supervising other support staff, and customer relations.

How you will spend your time

• Meet physical and sensory requirements stated below, and be able to work in the described environment.
• Identify and participate in process improvement initiatives that improve the customer experience, enhance work flow, and/or improve the work environment.
• Management duties including, training and developing, coaching and counseling, and, as deemed necessary.
• Ensure that corrective action is administered fairly and without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or veteran status in accordance with applicable federal, state and local laws.
• Act as confidential assistant to the VP Physical Plant.
• Screen and process all incoming information: including screening, reviewing, prioritizing, and drafting/sending responses for email, incoming phone calls and other correspondence.
• Provide written drafts of correspondence, reports and e-mail announcements for revision/review by CEO.
• Manage a demanding and ever changing schedule using Outlook and an iPhone platform, with close attention to desired priorities of the CEO.
• Act as liaison with appointments and guests; assure that meeting timelines are met and take initiative to assure that CEO scheduling is achieved, as planned.
• Prepare the CEO’s expense reports.
• Coordinate national and international travel arrangements including driving directions, booking flights, scheduling hotel reservations, and creating detailed itineraries.
• Serve as the communication hub for all direct reports to the CEO, including scheduling meetings/annual reviews, following up on task requests, and coordinating projects.
• Coordinate the CEO’s personal business as it interacts with professional responsibilities, as requested.
• Provide Senior Committee support, including organization of administrative needs – such as meeting reminders, meeting scheduling, preparation of materials, taking minutes, etc.
• Design and draft PowerPoint presentations on a broad range of topics and for a range of audiences including Lenders and Board.
• Perform research on various topics, as requested (primarily web search and phone contact), and make recommendations where appropriate.
• Coordinate materials/items needed for monthly board meetings.
• Coordinate company events along with HR team.
• Host monthly/quarterly meetings with other Executive Assistants.
• Review and analyze reports and prepare modifications and/or recommendations.
• Identify administrative needs and develop appropriate solutions or recommendations.
• Other special projects and duties, as assigned.

The qualifications you will need

• Bachelor’s degree in Business Administration or related field required.
• Minimum of eight (8) years’ experience in administrative support role to a CEO.
• One (1) to two (2) years management/supervisory experience required.
• Startup/entrepreneurial experience in a complex environment preferred.
• Effective verbal and written English communication skills.
• Demonstrated intermediate to advanced skills in Microsoft Word, Excel, Power Point and Outlook, Internet and Intranet navigation.
• Highest level of professionalism with the ability to maintain confidentiality.
• Ability to communicate at all levels of organization and work well within a team environment in support of company objectives.
• Customer service oriented with the ability to work well under pressure.
• Strong attention to detail and accuracy, excellent organizational skills with ability to prioritize, coordinate and simultaneously maintain multiple projects with high level of quality and productivity.
• Strong analytical and problem solving skills.
• Ability to work with minimal supervision, take initiative and make independent decisions.
• Ability to deal with new tasks without the benefit of written procedures.
• Approachable, flexible and adaptable to change.
• Ability to work flexible hours, as needed; occasional evening and weekend availability required.
• Function independently, and have flexibility, personal integrity, and the ability to work effectively with stakeholders and vendors