Executive Administrative Assistant

POSITION SUMMARY

Provides support to Executive Director, Business Office Manager and other Department Leaders as needed. Processes and produces the work necessary for efficient office operations and functions while interacting with the visiting public as well as the residents and staff of the community.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. This list is not to be construed as exclusive or all inclusive. Other duties may be required and assigned.

• Types, assembles, copies, files and otherwise processes data required by the community in an accurate and timely manner
• Proofreads memos and correspondences for spelling, grammar, content and layout, making appropriate changes/ suggestions; responsible for accuracy and clarity of final copy.
• Organizes and maintains file system, and files correspondence and other records.
• Carries out telephone answering and reception duties as required, and arranges conference calls.
• Coordinates schedules and makes appointments.
• Post updates, menus and alerts on In-house channel and needed and train new staff on systems.
• Greets scheduled visitors and directs to appropriate area or person.
• Arranges and coordinates travel schedules and reservations.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
• Prepares outgoing mail and correspondence, including e-mail and faxes. Routes incoming mail.
• Orders and maintains supplies, and arranges for equipment maintenance.
• Help maintain telephone account and assist in facilitation of new phones and update records as need.
• Provides support to billing office with accounts receivable and accounts payable specifically 3rd party billing, posting of AR receipts and filing of paperwork.

Performs other duties as assigned by the Supervisor

QUALIFICATIONS:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Educational Requirements and Experience:

• High school diploma or general education degree (GED) required. Associates degree preferred.
• One to three years related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills and Abilities:

• Language Ability:
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to write simple correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to read and write using English language.
• Must demonstrate excellent telephone communication skills.
• Mathematical Skills:
• Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's.
• Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Cognitive Demands:

• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills:

• Ability to use Microsoft Windows, including Word and Excel. Ability to use email and the Internet.
• Demonstrates general office skills such as use of copy machine.
• Must possess the ability to accurately type 45-50 wpm (95% accuracy).

Competencies:

• Must demonstrate an interest in working with a senior population.

• Interacts with guests, residents and staff in a courteous and friendly manner.
• Supports organization's goals and values.
• Balances team and individual responsibilities.
• Responds promptly to resident and visitor needs. Responds to requests for service and assistance.
• Completes administrative tasks accurately and timely.

ENVIRONMENTAL ADAPTABILITY:

• Works primarily indoors in a climate controlled setting
• Possible exposure to unpleasant odors
• Possible exposure to chemicals as identified in the MSDS Manual
• Continuous exposure to residents who are ill, confused, irritable and irrational

PHYSICAL REQUIREMENTS

The physical demands described below are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the Team Member is regularly required to talk or hear. The Team Member is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The Team Member is occasionally required to stand and walk. The Team Member must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

The Farms at Bailey Station is an equal opportunity employer.

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Collierville, TN 38017: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 5 years (Preferred)
• Microsoft Excel: 1 year (Preferred)

Work Location: In person

Salary : $16 - $20