Executive Assistant

Pay Range: $62,607.84 to $92,392.16 DOE

JOB CULTURE

The Masonic Homes of California are committed to a culture of Leadership. Our culture is to provide superior service to members, residents and staff through a sound and progressive model of service and care, which aligns our mission, vision and operations. We demonstrate excellence in core services and place value on high quality job performance, professional development, effective time management, budget management, workplace safety and resident/employee satisfaction. We are dedicated to disciplined innovation and continuous quality improvement – we are a learning company. We are committed to sharing our knowledge and being an organization that attracts the best and brightest talent. We are team-oriented, caring and honest.

POSITION SUMMARY

Under the supervision of the Executive Director performs a variety of critical, responsible and specialized administrative and office support functions; creates and maintains specialized reports, records and files required in connection with department work processes; interacts with residents, staff members, family members, and visitors and performs related duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Perform administrative functions as required by the Executive Director
• Responsible for managing the calendar, scheduling meetings, conference calls, video conferences, reserve meeting rooms, and scheduling other onsite and offsite meetings.
• Provide support to directors and managers under the Executive Director and facilitate effective collaboration on critical projects, maintain effective communication between offices and foster positive, collegial rapport.
• Coordinate with other Resident Services Team members to track time-critical projects, assist in the completion of quarterly Board Reports, Weekly Reports, Residential Census Reports and other monthly and regular reports.
• Input all the necessary resident information on a spreadsheet to prepare for Resident Survey. Coordinates with SNF and Traditions on the distribution of surveys.
• Tracks action plans for all the Masonic Home Task Forces and prepares a report for the Executive Director.
• Inputs any missing information on Kronos for staff as needed. Communicates to the Executive Director if any discrepancies or un- scheduled or approved overtime.
• Organize and coordinates the staff lunches on Food Trucks, Pizza, News on the Hill food for both sessions. and any other staff appreciation events.
• Communicates with staff, via e-mail or flyers of any pertinent information needed to distribute.
• Conduct reports as needed from the Matrixcare database and the yearly resident population reports.
• Compose letters, memos, forms, general correspondence, policy & reports and Power Point presentations as required.
• Coordinates travel arrangements and prepare travel reimbursement and expense forms.
• Organize materials in preparation for meetings and special events and maintain complete files for correspondence, electronic mail, and other documents properly in paper and digital files.
• Oversees the Beauty shop staff, manicurist and beautitian, submits the invoices or receipts from the POS system to finance for staff payment.
• Organize and file administrative and operational files, records and other critical documents as needed.
• Coordinate and attend management meetings; take notes, follow-up with action items and distribute minutes as required.
• Monitor administrative budget, code invoices appropriately and prepare them for authorization and payment, track accounts and run reports from AOD as needed.
• Manages WorxHub reservation calendar for Town Hall, Fireside Chat, Operations meeting and other as needed.
• Answer incoming phone calls as necessary and refer callers to the appropriate resource.
• Regular attendance and punctuality is an essential function of the job.
• Reconcile Executive Director’s credit card statements.
• Perform all other administrative duties as assigned.
• Comply with security, safety and health standards in the workplace.
• Attendance at mandatory department meetings and in-service education.
• Other duties as assigned by the Executive Director

Requirements

• Two or more years of experience supporting executives preferred.
• BA preferred or AA/AS degree with strong administrative support experience preferred. Relevant experience will be considered in lieu of educational requirements.
• Strong communication skills, both written and verbal. Excellent telephone skills. Strong business writing skills including ability to accurately summarize meeting transactions.
• Excellent proficiency in English grammar. Excellent proofreading skills and error-free communication.
• Strong capability in data reporting and statistical analysis, capable of converting data to visuals (charts, graphs)
• Ability to effectively use Microsoft Office products including MS Outlook, MS Word, MS Excel, and MS Power Point on a laptop computer and ability to learn new programs as required.
• Ability to learn and understand pertinent parts of the California Masonic Code.
• Absolute commitment to confidentiality and discretion required and must be practiced. unfailingly. Breaches of confidentiality will be considered strong performance issues and may lead to termination.
• Ability to serve as lead to support and coordinate administrative teams at Union City and Covina campuses and liaison with Board Governance Manager and Grand Lodge.
• Strong organization and filing skills.
• Ability to take initiative, work independently.
• Ability to prioritize multiple tasks and meet deadlines.
• Ability to take a proactive, solutions-based approach to complex problems and situations.
• Ability to remain calm under pressure of fast-paced, deadline driven environment.
• Commitment to fostering gracious, respectful tone in all interactions with residents, members, and staff.
• Maintain a professional image and be well-groomed.

Benefits

At the Masonic Homes you will have the opportunity to combine your passion for helping people and high ethical standards with the opportunities to advance your career.

In return for your skills and passion, we offer:

• A work environment focused on teamwork and support for excellent care
• Excellent health, wage replacement and other benefits for you and your family’s well-being
• A generous contribution to a 401K plan whether or not you participate, and an additional contribution from the company when you participate in the plan
• Investment in your growth through Tuition Reimbursement