ESSENTIAL FUNCTIONS: The Executive Assistant holds the primary responsibility for generating and maintaining the records of the corporation including the minutes of the Board of Directors and its committees and administration files. Additionally, this position manages the office of the Chief Executive Officer, represents that office to residents, families, staff, and the greater community and responds to request for service and assistance in a manner that exemplifies the highest standard of customer service. The Executive Assistant will support the Chief Executive Officer (CEO) in areas such as clerical, completion of special projects and reports, calendar management and scheduling, preparation for and reporting on meetings, correspondence, filing, travel logistics and other special events and duties as needed.

A. Specific Job Skills:

Requires flexibility, excellent interpersonal skills, project coordination experience and the ability to work well with all levels, including hospitality to all guests of CEO office.
Strong interpersonal skills with the emphasis on the ability to effectively communicate with older people and their families.
Strong administrative skills with advanced computer knowledge.
The ability to exercise independent judgment and secretion in dealing with residents, families and staff.
Requires a commitment to the mission, vision, and code of ethics of both the CEO and The Glen.

B. Job Duties and Responsibilities:

Records and prepares accurately minutes of official meetings of the board and committees, delivering minutes on a timely basis, and assuring their proper approval.
Maintain Board information and update as needed for current and past Board members.
Prepares Board Orientation Manuals
Prepares annual Disclosure Notice, Discrimination Notice and other corporate notices as required.
Assist CEO in preparing donor correspondence.
Coordinates meeting schedules, and other related logistics including meeting notifications and room arrangements for the Board, its committees, & CEO.
Maintain accurate filing of corporate documents, and of documents related to the office of the CEO.
Responsible for completing bank resolutions in regards to opening and closing bank accounts.
Reviews the daily calendar of CEO, assist in preparing for meetings and provide reminders.
Responsible for screening calls, preparing reports, taking minutes in various meetings and other administrative duties as needed.
Responds to inquiries and directs calls to appropriate department leader.
Maintain the company Policies & Procedures in Microsoft Word.
Maintain petty cash
Open and close office area, daily.
Maintains and schedules routine maintenance and license renewal of Glen vehicles and alerts Director of Facilities Operations when due.
Maintains current list of licensed drivers of all Glen vehicles.
Maintains Floral and Beauty Shop license.
Maintains the Emergency Contact list for Glen System staff.
Responsible for reviewing contracts, securing CEO's signature and returning a copy of the signed contract to the head of the operation and/or department.

Other related projects, duties and responsibilities may be assigned as deemed necessary.