Executive Assistant

Enso Village is seeking an Executive Assistant to serve as a key support person to the CEO and CFO as well as the Board of Directors. This person will also have dotted line responsibility and coordination duties with two Administrative Assistant positions and two Concierge positions.

During the Development phase, this position will assist the CEO and CFO with scheduling, travel, recruiting and Board Support. Until the Administrative Assistants are hired, this position will also support two other senior leaders. During the immediate pre-opening phase, this position will support hiring, training and on-boarding of the two Administrative Assistants and two concierges. Following opening, this position will shift into standard Executive Assistant support as defined in this job description.

The Executive Assistant is a critical connector and organizer to help create the kind of residential community, non-profit enterprise and workplace worthy of our team members, our residents, and the community of Sonoma County. This position is accountable for managing the smooth operations of the Executive Team, the Board and the team of administrative professionals and concierges at the community.

Essential Functions

1. Serve as the initial point of contact reviewing and filtering emails and communications; manage information flow in a timely and accurate manner

2. Manage executives’ calendars and schedule meetings as requested

3. Prepare meeting agendas and take notes during meetings

4. Manage department subscriptions and memberships of various kinds

5. Make travel arrangements and produce expense reports

6. Produce Board packets, take Board Committee and Meeting minutes, make Board event arrangements.

7. Responsible for record-keeping, including corporate records maintenance with the CFO and the Board Secretary.

8. Perform general administrative tasks for the department when directed

9. Conforms with the requirements of the compliance program by understanding and adhering to Enso Village’s Compliance Program and Policies as they appear in the Code of Conduct and other compliance policies. Annually acknowledges review of the Code of Conduct by signature, and annually attends corporate compliance education. Adheres to the policies and procedures covering Privacy and Security in compliance with HIPAA (Health Insurance Portability and Accountability) regulations.

Nothing in this position description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Required Knowledge, Skills, and Experience

· A minimum of 5 years' or equivalent experience as an Executive Assistant

· Strong organizational skills and ability to multitask: Strong time management and ability to meet deadlines; Ability to quickly and effectively prioritize competing activities and projects; Quick problem-solving and decision making; Proactivity and self-direction; Ability to work under pressure and receiving feedback

· Organizational agility: effectively manages complex political situations that occur within the organization; demonstrates interpersonal sensitivity and knowledge of how people and organizations function; able to translate the work of the organization in such a way that others outside the organization understand; able to work with constituents such as board members and community partners as well as teams to build other effective relationships.

· Ethics and Values: adheres to an appropriate set of core values and beliefs that guide decisions and actions

· Values-Based Decision Making: demonstrates making sound decisions based on analysis, wisdom, experience, judgment and considering the mission, vision, values and related principles that guide the organization.

· Interpersonal Skills: Relates well across all levels of the organization including with department leaders and team members inside and outside the organization; demonstrates leadership and influence skills in order to gain support and commitment from others to build collaborative relationships in order to accomplish the goals the organization; through relationship building is able to assist others to see the impact of decisions and actions uses diplomacy and tact confuse high tension situations.

· Communication: demonstrates the ability to speak, present, and write clearly and succinctly in a variety of settings and styles; practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she/they disagrees; able to articulate and advocate for a principal viewpoint; saying what needs to be said even if it is not popular; provides feedback to others openly and honestly; promotes flow of communication between all levels of organization as well as externally.

· Technical Skills: Proficiency in Microsoft Suite; Proficiency with Monday.com, Calendly and Typeform or ability to become proficient by the time of hire.

Preferred Skills and Experiences

· A Bachelor's degree is preferred or a combination of education and work experience equivalent to a college degree.

· Maintenance of or willingness to obtain a Notary Public License in CA is strongly preferred

· Strongly prefer Spanish language proficiency and/or the willingness to rapidly learn.

What We Offer

Enso Village is a place that offers each team member an opportunity to deepen their purpose. And to support this objective and the overall well-being of each person, Enso Village offers a benefits package* that goes above and beyond.

This Role Is Eligible For:

· Medical, dental, and vision plans – Day 1 eligibility

· Employee wellness programs, including free annual wellness screening

· Short- and long-term disability insurance

· Employee Life insurance - 100% coverage

· Flexible Hours

· Generous time off program including competitive vacation, annual sick days, personal days, and ten holidays.

· 403(b) program with match.

· Creativity Bonus – annual allowance for completion of classes such as music lessons, art, foreign language classes or other approved creative outlets.

· Commuter program consistent with the Bay Area Air Quality Management District’s requirements. This program comes with the “Emergency Ride Home Program” from Sonoma County.

About Enso Village
Opening in 2023, Enso Village is a Zen-inspired community with a focus on mindful aging, the joys of nature, sustainability and contemplative life and care for adults 60 . Enso Village is a project of the Kendal Corporation, a nationally recognized support organization for senior living and Zen-inspired senior living, in association with the San Francisco Zen Center.

Enso Village is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

Enso Village is a smoke-free and drug-free workplace. Come work in a safe and calming environment with an organization on a mission to be named a Best Employer in Sonoma County. Enso Village requires all employees be fully vaccinated.

As America’s first and only Zen-inspired senior living community, Enso Village is a workplace like no other place you have ever worked. Here, our staff and residents engage fully and form close and meaningful relationships. We seek to uphold our professionalism and our humanity in equal measure. We listen with open minds and hearts. We learn something meaningful from every person and every experience. Sustaining others is what sustains us.

Como primera y única comunidad de vida inspirada en el Zen de Estados Unidos, Enso Village es un lugar de trabajo como ningún otro. Aquí, nuestro personal y los residentes se comprometen plenamente y forman relaciones estrechas y significativas. Tratamos de mantener nuestra profesionalidad y nuestra humanidad en igual medida. Escuchamos con la mente y el corazón abiertos. Aprendemos algo significativo de cada persona y cada experiencia. Mantener a los demás es lo que nos mantiene a nosotros.

https://enso.kendal.org/

Job Type: Full-time

Pay: $75,000.00 - $85,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday

COVID-19 considerations:
Enso Village practices COVID-19 safety protocols. Please note that all team members are required to be vaccinated against COVID-19.

Ability to commute/relocate:

• Healdsburg, CA 95448: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Do you have proficiency with Monday.com or the ability to become proficient by the time of hire?
• Do you have proficiency with Calendly or the ability to become proficient by the time of hire?
• Do you have proficiency with Typeform or the ability to become proficient by the time of hire?

Experience:

• Executive Assistant: 5 years (Required)

Work Location: One location

Salary : $75,000 - $85,000