Executive Assistant to the Chief Operating Officer

We are currently seeking a full-time Executive Assistant to Chief Operating Officer. This position is ideal for someone who is compassionate, dependable, detail-oriented, prioritizes well, values teamwork, and LOVES seniors.

With over 30 years as a caring and loving community, we are proud of our commitment to provide a lifestyle that maximizes the well-being of our residents.

As a La Posada Executive Assistant, you will work in a beautiful environment with all the tools and equipment you need to succeed.

Why is La Posada the right place to expand your career?

• Excellent work/life balance
• Competitive salary
• Paid Time Off
• 401(k) with company match
• Excellent health insurance
• Mileage incentive program if you live over 15 miles away
• Beautiful campus with free on-site fitness center
• Discount at Los Niños del Valle pre-school and Adult Day Services
• Scholarship program. Up to $2,500 per year after 6 months of service plus yearly opportunity for additional scholarship awards

Key Responsibilities:

• Works as a cohesive partner with the COO, advising and recommending appropriate actions and decisions.
• Performs tasks of varying complexity and confidentiality in support of the COO, including phone call screening.
• Manages the COO's calendar and coordinates meetings as needed
• Interacts with Board members, Resident Council leadership, and other community leaders.
• Interacts with staff, residents, and visitors by telephone, email, or in person with professionalism and congeniality. Provides services for customers as needed.
• Takes and prepares meeting minutes, including Board meetings, Executive Operations Meetings, and other meeting as needed.
• Opens and handles mail and correspondence.
• Prepares documents of various types of software including Power Point, Visio, Publisher, Adobe/pdf software, Word, Excel and other Microsoft Suite products.
• Arranges travel and meetings and prepares expense reports for same.
• Plans and coordinates events and meetings.
• Operates office equipment such as fax machines, copiers, and telephone systems, and use computers for spreadsheets, word processing, presentations, database management, and other applications.
• Organizes, establishes, and maintains approved electronic and paper record-keeping systems for correspondence, documents, materials, or records. Files correspondence, memoranda, reports and other materials in a timely fashion.
• Compiles routine and periodic reports as directed. Transcribes management meeting minutes and distributes as directed by the COO.
• Performs administrative and/or clerical tasks of varying complexity in support of La Posada’s senior team and departmental leaders as requested.
• Trains and advises others in use of software when requested.
• Manages special projects when assigned.
• Meet with individuals and/or special interest groups on behalf of executives, communities, and board of directors.
• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Works with the Accounting Manager or other Finance staff and operating directors to coordinate the annual budget process. Oversees the preparation of annual resident rate increase letters and Extra Service Charges.
• Support other leaders as needed.

Skills & Abilities

• Education : High School Graduate or General Education Degree (GED), some college preferred.
• Experience: Five years of Executive Assistant experience with high level executive.
• Computer Skills:
  • Current knowledge and expertise in using Microsoft Office Suite software including: Word processing, ability to type accurately at an acceptable speed; Power Point for presentations; Excel for data collection, graphing, and presentations; Outlook calendaring (including group calendar management), Outlook mail; some knowledge of Adobe/pdf software; and Visio for organizational charts.

If you believe you would be a good fit for this position and you live by the values of integrity, compassion, and respect for seniors and co-workers, then you may be the candidate we’re looking for!