Executive Assistant

Executive Assistant

Job Description

Location: Corporate Classification: Full-time, Exempt

Department: Corp Administrative Reports to: Chief Executive Officer

Position Category: Non-Managerial Last Revised: October 2022

At ClareMedica, exceptional is the standard.

Driven by our purpose to enhance the lives of the seniors in the communities where we have the privilege to work, live, and play, the ClareMedica team is comprised of the brightest and best in their fields of expertise. From clinical excellence to unparalleled administrative support and beyond, we’re working together to help seniors live happier, healthier, fuller lives.

That kind of teamwork and passion for excelling can only exist in a workplace that fosters employees’ growth and wellness and where their full potential and value are realized. At ClareMedica, we’re excited about great people like you. We’re even more excited to support you with the resources, training, benefits, competitive compensation, and more to help you thrive and succeed in our communities.

Opportunity awaits – welcome to ClareMedica.

ESSENTIAL FUNCTIONS:

The Executive Assistant will be responsible for ensuring the efficient and smooth day-to-day operations of the office. The incumbent provides support to our managers and employees, assisting in daily office needs and managing company’s general administrative activities.

The Executive Assistant will be an effective communicator who can build rapport with internal and external clients. An effective Administrative Assistant enables teams to be focused on their goals and prepared for anything that comes their way.

DUTIES AND RESPONSIBILITIES

• Schedule and maintain meetings and appointments for executive staff; take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies
• Maintain contact lists
• Makes travel arrangements for executive staff such as booking flights, cars, and hotel or restaurant reservations
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients

QUALIFICATIONS/REQUIREMENTS:

• Proven experience as an Administrative Assistant or Office Admin Assistant
• Excellent written and verbal communication skills
• Knowledge of office management systems and procedures
• Strong presentation skills
• Moderate knowledge of Microsoft Office
• Strong organizational, problem solving and decision-making skills
• Ability to prioritize and manage multiple projects and issues effectively and simultaneously
• Self-motivated and self-starter who can work well under minimal supervision
• Strong attention to detail, research and follow up skills
• Ability to work both independently and in a team setting

WORKING CONDITIONS

General office working conditions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

While performing the duties of this job, the employee will be required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs, balance; stoop, kneel, crouch or crawl; talk or hear. The employee must occasionally lift and or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust to focus. Manual dexterity required to use desktop computer and peripherals. Exposure to variable weather conditions is likely.

WORK ENVIRONMENT

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of his job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

TRAVEL

Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected.

SAFETY HAZARD OF THE JOB

Minimal Hazards

This job description does not list all duties and responsibilities of the job. You may be asked by supervisors or managers to perform other instruction, duties and responsibilities, as appropriate. You will be evaluated in part based upon your performance of the duties and responsibilities identified in this job description.

Management has the right to revise this job description at any time. The job description is not a contract for employment, an either you or the employer may terminate employment any time, with or without cause.