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Executive Administrative Assistant Ingleside at Ki

Company: Ingleside At King Farm
Location: Rockville
Posted on: May 14, 2022

Job Description:

Job DescriptionIngleside at King Farm (IKF) is a not-for-profit, continuing care retirement community central to the award-winning inter-generational King Farm development. We offer small town living just a short ride from the Nation's capital. Inside our walls, residents find a stress free lifestyle with a variety of cultural arts, wellness activities and amenities to choose from, and some of the area's most spacious apartment homes. But most of all, they find unique members and staff with rich life experiences who have created a community within a community.We seek employees whose core values are in line with those of IKF: Accountability, Respect, Innovation, Stewardship and striving for Excellence. We have an exciting opening for an Executive Administrative Assistant. If you are looking for an opportunity to grow, meet the requirements of the position, have demonstrated leadership skills, and excellent customer service skills, we look forward to your application. Please attach a resume, cover letter and salary requirements with your application.Position Overview: This position is primarily responsible for fulfilling the administrative needs of the Executive Director; operating with substantial independence to perform all duties related to managing and performing those duties as listed below.Job Requirements: Bachelor's Degree in Business, English, or related field of study. Five (5) to ten (10) years office or related work experience. Incumbent should be well organized and efficient, able to multi-task, and be an effective communicator with excellent customer service and interpersonal skills. Proficiency in all Microsoft Office products is required (Word, PowerPoint, Excel, Visio).Responsibilities: Perform administrative functions for the Executive Director including:

  • Scheduling, mail handling, room set up for events related to the ED, the Board, or the CEO, etc.
  • Provide clerical support to other key senior leaders who support the office of the ED when appropriate.
  • Develop and maintain paper files of critical, original documentation for ease of retrieval.
  • Manage all Ingleside contracts, including registration, ensuring ED signature, monitoring terms and conditions.
  • Orders all supplies for Ingleside at King Farm management. Develops and ensures adherence to the budget.
  • Fulfilling the Senior Leadership Responsibilities; e.g. MOD, Stand Up Leader, CARF-CCAC support, Operations Planning and Reporting and fulfilling the Senior Leadership Team Purpose: Collaborate to achieve operational excellence.
  • Prepare the ED for meetings identifying issues being discussed, providing reports that require review, organizing the ED for meetings, and preparing presentations as necessary for the ED. Handle and report on the Good Ideas. Prepare seminar and travel arrangements for the ED.
  • Act as the frontline person for inquires being routed to ED and handling those inquiries when appropriate.
  • Answer incoming calls for ED and act as backup for the concierge as needed
  • Prepare the ED's mail for review and prioritization; identify those things that need action.
  • Prepare check requests for invoices and ED review.
  • Assist the ED with special projects, including the annual disclosure statement for the Department of Aging.
  • Serve as a liaison for the Administration and various department directors in providing assistance, setting appointments and relaying pertinent information.
  • Ensure accurate and efficient transmittal of information to and from the Executive Director's office daily.
  • Prepare for Events at Ingleside, where the CEO, CFO, or ED are the leaders.
  • Prepare the room, the meals, and the audio and video equipment for seamless use.
  • Draft resident correspondence including birthday cards and notices for the ED.
  • Ensure that all documents and conversations are treated with the highest level of confidentiality, and exhibit an abundance of integrity in all interactions with various stakeholders.
  • Coordinate all emergency phone tree information and ensure information is communicated rapidly when emergency information needs to be distributed. Performance and Professionalism:
    • Maintains professional presence when representing Ingleside at King Farm; exhibits degree of professionalism consistent with standard in performance, behavior, and appearance.
    • Complies with Ingleside at King Farm's established safety rules and practices.
    • Maintains resident confidentiality and privacy at all times according to policies and procedures; uses discretion when discussing confidential matters.
    • Demonstrates courteous and cooperative behavior with residents, families, co-workers, subordinates, supervisors, and other department staff.
    • Maintains positive working relationships with management and coworkers; willingly follows directions and requests as appropriate.
    • Demonstrates a thorough knowledge of work assignments and performs in a manner to meet quality and timeliness objectives. Demonstrates knowledge and understanding of policies and procedures.
    • Uses tactful, diplomatic communication techniques in all relations with others. Demonstrates professional development/skills competency in all activities:
      • Participates in employee education and training sessions, projects, or committees as assigned.
      • Demonstrates flexibility, open mindedness, and versatility in adjusting to changing environments and requirements as necessary.
      • Commits to continually improving his/her skills through participations in education opportunities whether offered on the job, within, or outside of the community, to increase knowledge of work-related issues.
      • Maintains a current knowledge of federal, state and other regulations applicable to job. Complies with Ingleside at King Farm's established safety rules and practices:
        • Complies with applicable safety policies and procedures as prescribed by the organization, as well as government regulations.
        • Reports any potential safety hazard(s) immediately to supervisor or other appropriate personnel.
        • Reports any injury of resident, visitor, or employee immediately to supervisor or other appropriate personnel
        • Provides assistance to resident, visitor, or employee in an emergency situation; following the proper emergency procedures. EEO Statement: As an employer committed to Equal Employment Opportunity, Ingleside recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.Due to the large number of applicants please DO NOT call to check on the status of your application. Hiring managers will review all applicants and contact those that are the best qualified.

          Job Posted by ApplicantPro

Keywords: Ingleside At King Farm, Rockville , Executive Administrative Assistant Ingleside at Ki, Administration, Clerical , Rockville, Maryland

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