Administrative Assistant

EveryAge, formerly United Church Homes and Services, is an industry leader among not-for-profit senior living organizations with programs that include three Continuing Care Retirement Communities (CCRCs), seven senior Affordable Housing communities, two Programs of All Inclusive Care for the Elderly (PACE), an adult day health program, a Medicare-certified home health and hospice agency, a childcare facility, and a supporting Foundation with locations across North Carolina and in Southeastern Virginia. This opportunity is based at the EveryAge Home Office located in Newton, NC. 

The Administrative Assistant is responsible for the execution of the proficient work executed by the Chief Operating Officer (COO) and other members of the Senior Leadership Team. The position provides high-level, confidential administrative support to executives and officers of the organization.  This position is often privy to confidential information and as such, requires diplomacy and discretion.

Manages multiple projects as assigned by the Chief Operating Officer related to diverse lines of business and program activities and relationships in support the work of the COO in accomplishing the goals of the organization.

Prepares internal and external correspondence, memos, organizational charts and other documents; prepares for distribution (proofing, photocopying); manages incoming correspondence and documents as needed.

Updates and disseminates the network version of policies, procedures, handbooks and forms as directed by the COO, Chief HR Officer and/or Chief Quality and Compliance Officer (CQCO). 

Coordinates calendar, travel, meeting and schedule arrangements for members of the senior leadership team as requested.  Includes initiating contact and securing appointments, equipment, and facilities as appropriate.

Maintains Vendor Contracts/Agreements for the home office in a master file/binder system. Conducts new vendor screening prior to Accounts Payable setting up vendor as a payee. 

Ensures all outgoing mail is posted and mailed promptly. Pick up and deliver interdepartmental mail as necessary.

Conducts OIG checks and GSA checks for corporate contractors as needed. Conducts employee OIG checks and GSA checks as needed. 

Answers telephone for the Home Office,  screens and directs calls and greets visitors appropriately.

Prepares contracts, signage and other documents, update lists and directories as needed.

Attends various meetings, types and distributes minutes at meetings as requested. Serves as back-up to the Director of Administrative Services/Executive Assistant to attend and take minutes at Board and Committee meetings as requested. 

Tracks and logs receipt of documents and items that programs send to the Home Office (i.e., CQI minutes, Safety Committee minutes, etc. ...)

Prepares tests from training materials developed by the CQCO; tracks training and testing.

Sets up files, filing systems, and notebooks for members of the Senior Leadership Team as requested.

Works with and supports the Director of Administrative Services to ensure, among other duties, oversight of building maintenance needs, assuring office equipment is in proper working order, scheduling for use of corporate vehicles and maintenance of same, and maintaining adequate levels of office supplies. Coordinates and processes office supply orders for the Home Office as necessary.

Provides timely reporting to the Leadership Team and other appropriate groups, committees or individuals.

• Education and experience equivalent to two years of college level course work in a business related field is strongly preferred.
• Two (2) years experience as an administrative assistant required.  
• Highly skilled in the use of Microsoft Outlook, Office and web technologies required.
• Notary Public is preferred or the ability to become a Notary Public within one-year of employment.
• Experience in a health care or large non-profit environment preferred.
• Experience working with senior level executives is essential, demonstrating integrity and trust along with the ability to work independently. 

Other Qualifications:

• Strong organizational, communication and interpersonal skills, with close attention to detail.
• Excellent customer service skills with both external and internal stakeholders in written and verbal communications. 
• Ability to manage multiple projects/changing priorities.
• Excellent editing and proofreading skills.