Executive Assistant: C-Suite (Full-Time)
- Essential Functions – Assist C-Suite and Vice Presidents
- Coordinate schedules and manage appointments.
- Participate in budgeting, and strategic planning processes.
- Manage special assignments, events, and projects.
- Serve as a back-up for the Executive Assistant to CEO and HR Assistant/Specialist to CHRO, as necessary.
- Essential Functions - Provide above-average typing and word-processing support for the administration
- Prepare required organizational, confidential, and time-sensitive correspondence, ensuring neatness, correct format, and
- Prepare and distribute required correspondence and materials.
- Essential Functions – Provide administrative support
- Receive and screen telephone calls for C-Suite, when necessary, and take appropriate action.
- Prepare travel arrangements for C-Suite and Vice Presidents, as needed.
- Control and monitor access to records and documents.
- Coordinate travel and lodging arrangements for LeadingAge Virginia, LeadingAge, MHS Assembly, and other conferences and
- Sort and distribute mail for C-Suite.
- Essential Functions – Public/customer relations
- Project a professional, courteous approach when communicating with the public, other employees, and residents.
- Provide periodic support for VMRC foundation functions, as necessary.
- Participate in various focus groups as needed.
- Essential Functions – Planning and organizing
- Plan, organize, and prioritize work effectively.
- Develop short-term and long-term goals and establish realistic plans for their attainment.
- Anticipate needs, problems, and opportunities, and create optimum solutions with timely schedules and deadlines.
- Prioritize tasks and maintain flexibility as circumstances change.
- Essential Functions – Critical thinking and decision making
- Make sound decisions using analysis, wisdom, experience, and judgment; involve the right people in the decision-making
- Accept responsibility for decisions made.
- Essential Functions – Communication
- Demonstrate written and verbal communication that is positive, constructive, organized, and understandable to all levels of the
- Actively demonstrate understanding, and respond to others’ communications appropriately.
- Ask for feedback and confirm understanding to ensure accuracy in the communication process.
- Invite and respect others’ points of view.
- Use communication skills to address and resolve conflict.
- Give and receive constructive feedback. Disseminate pertinent information to the appropriate recipients in a timely and accurate manner.
- Essential Functions - Technology
- Advanced skills in Word: Document creation, formatting, mail merge, track changes, and templates.
- Expert in Excel: Formulas, pivot tables, data visualization, macros, and Power Query.
- Proficient in PowerPoint: Designing professional presentations, animations, slide masters, and speaker notes.
- Strong Outlook skills: Email management, calendar scheduling, rules, and task automation.
- Experience with Access (database creation, queries, reports) and OneNote (digital note-taking, collaboration).
- Proficient in document management: Version control and workflows.
- SharePoint pages using Power Apps, and Power Automate.
- Migration of files from local drives/SharePoint legacy to modern sites.
- Integration of SharePoint with Microsoft Teams, Outlook, and Office Apps for seamless collaboration.
- Set up and manage Teams channels, chats, and meetings for internal/external collaboration.
- Organize webinars, live events, and breakout rooms with attendee management.
- Integrate Planner, SharePoint, and OneDrive for project tracking and file sharing.
- Configure Teams guest access, and security settings.
- Automate workflows using Power Automate for notifications and approvals.
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