Administrative Assistant

Job Title

Executive Assistant – Corporate Operations & Compliance

Position Summary

The Executive Assistant provides high-level administrative and organizational support to the Chief Operating Officer (COO) and Chief Compliance Officer (CCO) for a corporate management company overseeing adult care homes. This role is critical to ensuring efficient operations, regulatory compliance coordination, and effective communication across corporate leadership and community-level teams.

Key Responsibilities

Executive & Administrative Support

• Provide direct administrative support to the COO and CCO, including calendar management, meeting coordination, and travel arrangements

• Prepare, edit, and distribute correspondence, reports, presentations, and meeting materials

• Serve as a primary point of contact for internal and external communications on behalf of the COO and CCO

• Maintain organized electronic and physical filing systems for corporate, operational, and compliance records

Compliance & Regulatory Support

• Assist with tracking compliance deadlines, audits, surveys, corrective action plans, and regulatory submissions

• Coordinate documentation requests related to state regulations, licensing, corporate policies, and internal audits

• Support preparation and organization of compliance reports, policies, and training materials

• Maintain confidentiality of sensitive compliance, employee, and resident-related information

Operations & Corporate Coordination

• Assist with corporate projects, initiatives, and follow-up items across departments

• Coordinate communication between corporate leadership and assisted living community administrators

• Track action items from meetings and ensure timely follow-up

• Support onboarding materials, training documentation, and corporate initiatives as assigned

General Office & Administrative Duties

• Manage office supplies, records, and administrative systems

• Assist with scheduling and logistics for corporate meetings, trainings, and leadership events

• Perform additional administrative duties as assigned to support corporate operations

Qualifications

Required

• High school diploma or equivalent

• Minimum of 2–3 years of administrative or executive assistant experience, preferably in healthcare, senior living, or a similar enviornment

• Strong organizational, time-management, and multitasking skills

• High level of professionalism, discretion, and confidentiality

• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and ability to learn company systems

• Excellent written and verbal communication skills

Preferred

• Experience supporting executive leadership

• Familiarity with assisted living, healthcare, or compliance-driven environments

• Experience working in a multi-site or corporate management organization

Work Environment

• Corporate office setting

• Regular interaction with executive leadership and community administrators

• Occasional deadline-driven work related to audits, compliance reviews, or operational initiatives

Physical & Mental Requirements

• Ability to sit for extended periods and work at a computer

• Ability to manage multiple priorities in a fast-paced corporate environment

• Ability to handle confidential and sensitive information responsibly