Executive Assistant

** This position is full time, 40 hrs. per week, exempt. The standard office hours would be 8:00am-4:30pm, with the exception of needing to be flexible for when there are scheduled Board meetings, Committee meetings, Foundation events, etc.

SUMMARY OF JOB RESPONSIBILITIES:

The Executive Assistant is responsible for all secretarial duties for the CEO, special projects, provides support and assistant to the Laurel Lake Board of Directors, is active in the purchase/service/maintenance of the administrative office equipment and manages the front desk receptionist staff. The Executive Assistant is responsible for providing administrative, logistical, procedural, and fundraising support to the Foundation. This individual interacts with residents, families, trustees, management and other employees to fulfill the purpose, values, and goals of Laurel Lake Retirement Community, and the Laurel Lake Retirement Community Foundation. The Executive Assistant is a member of the senior management team.

QUALIFICATIONS

EDUCATION:

• Bachelor’s Degree Preferred

EXPERIENCE:

• Three to five years of proven secretarial experience
• Minimum of one-year experience in Development including annual giving programs and database management

KNOWLEDGE AND SKILLS:

• Notary Public State of Ohio License (or required within 90 days of hire)
• Proficiency in Microsoft Office 365. Ability to type 60-70 wpm and must have word processing experience
• Capable of constantly handling multiple projects, tasks, interruptions, etc., in a calm, professional manner
• Sensitive to older adults
• Ability to develop timelines, set and meet deadlines and manage projects
• Ability to summarize meeting minutes clearly, concisely and accurately
• Professional attitude and appearance with ability to make good judgments and respect the need for confidentiality

PRINCIPAL JOB ACCOUNTABILITIES:

• Provide support and assistance to the Board of Directors, Board Committees and Foundation. Prepare agendas, minutes, and follow-up activities, including grant applications and management
• Learn and maintain the donor development database. Process gifts, acknowledgement tracking and reporting. Manage Laurel Benefactor and Living Legacy Society member lists, update wall displays w/ new members
• Responsible for direct supervision of front desk staff to include screening, evaluations, coach/counsel and monitoring of daily duties
• Maintain daily calendar for CEO and the CFO/Director of IT
• Maintain Executive Calendar and coordinate room requests
• Provide office support to residents and staff. Screen calls and visits to CEO and help to resolve conflicts. Receive and respond to calls, emails, and letters received by the Foundation
• Assist with special projects and meetings
• Provide support and coordinate service of administrative office equipment
• Provide notary public service to residents and staff
• Assist in organizing and implementing annual campaigns and other social gatherings
• Assist in the development and production of donor correspondence, publications, promotional activities, and website content
• Monitor and track condition of gifted items and areas on campus through annual review process and initiate proper maintenance. Manage the Memorial/Honorarium program, including correspondence, tracking, reporting, and follow-up

JOB ACCOUNTABILITIES – Other:

Performs other related duties as needed.

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

WORKING CONDITIONS:

CONTINUING EDUCATION REQUIREMENTS:

PHYSICAL ENVIROMENT/WORKING CONDITIONS:

Clerical/Secretary – Physical Demands

Occasional – 1 to 33% of workday

Frequent – 34 – 66% of workday

Constant – 67 – 100% of workday

Not at all – 0% of workday

Occasional

Walking: 2.3 mph, 0 incline; unilateral vertical reach 36-72”; bilateral carry 30’, 25#; push/pull 100’, 19ft.lbs.; lift 0-25# 6-36” from floor; lift 0-25# 36-48” from floor; lift 0-25# 6-72” from floor, climbing stairs; operating machines: (2 foot/feet).

Frequent

Standing.

Constant

Sitting, unilateral horizontal reach 0-18”, bilateral fine motor manipulation functional near, far, color vision aided or unaided; functional hearing aid or unaided; functional verbal communication skills; operating machines: (2 hand(s)).

Not at All

Hold 200# patient sidelying while doing procedure x 2 min; roll 200# patient away/toward self; transfer 105# person chair-chair 5x/hr. with gait belt; bed-cart transfer with 200# person and assist of one with sheet; more 200# person up in bed with assist of one and sheet; climbing ladders, working from heights, crawling, kneeling, running, operating machines; keyboarding & CRT usage.

Category III Job Classification – Laurel Lake employee jobs that include all other employees not covered under Category I & II jobs whose tasks do not involve exposure to blood, body fluids, or tissues or used sharps.

Job Hazard Risks:

Lifting

Infectious Disease Exposure

Hazard Materials Exposure (Nuclear, Biological, Chemical)

Workplace Violence Potential

POSITION SPECIFICATIONS

Must be people oriented and experienced with the senior population. Must be flexible and well organized.

This job description identifies the general nature and level of work to be performed. It is not to be considered an exhaustive list of responsibilities, duties or skills required of an incumbent.

BENEFITS YOU WILL ENJOY AS A LAUREL LAKE EMPLOYEE:

• Medical Insurance through Meritain (Co-pay Plan) — for all employees working 30+ hrs. per week
• FSA (Flex Spending Account) — for all employees working 30+ hrs. per week
• Dental coverage through Mutual of Omaha — for all employees working 30+ hrs. per week
• Vision coverage through Mutual of Omaha for all employees working 30+ hrs. per week
• Basic Life (1x annual salary) - for all employees working 30+ hrs. per week Option to purchase supplemental Life Insurance for self/spouse/child
• Short Term Disability - for all employees working 20+ hrs. per week after completion of six months of service
• 403(b) Retirement Program — potential match for employees up to 4%
• Section 125 Pre-Tax PTO (Paid Time Off) used for Vacation/Sick Time/Holiday
• Tuition Assistance ($1250/$1750/$2500) is the maximum amount that you are eligible for per year based on part time or full-time status)
• Free On-Site CEU Opportunities
• Shift Differential for 2nd/3rd shift Clinical positions (CNA/LPN/RN)
• Competitive Wage Scale
• Direct Deposit for Payroll
• Discounted Membership to Life Center Plus/Hudson
• Employee Family Assistance Program
• On-Site Health Club w/Pool
• Employee Wellness Program
• Smoke-Free Campus
• 24-Hour Campus Security
• Akron Metro Regional Transit Service
• Award Programs (i.e. Employee of the Month)
• Staff/Resident Activities & Social Events
• Employee Dining Room with Meals at Nominal Charge
• Free Parking
• Employee Referral Bonus Program
• Eligible for Christmas Bonus in December from the Residents