Executive Assistant Chai Point

PRIMARY PURPOSE OF POSITION:

The Executive Assistant provides high-level administrative organizational and operational support to the Administrator of Chai Point. This role requires strong attention to detail professionalism discretion and the ability to manage multiple priorities in a fast-paced senior living environment.

JOB DUTIES

• Provide direct administrative support to the Administrator and other Chai Point personnel including calendar management meeting coordination reminders and correspondence.
• Prepare agendas take meeting minutes and distribute follow-up items for leadership committee and departmental meetings.
• Draft edit and proofread professional correspondence memos reports and internal communications.
• Maintain organized electronic and paper filing systems ensuring confidentiality and compliance with regulatory standards.
• Manage inventory of office supplies for Chai Point. Place and track orders for office supplies ensuring adequate stock for the administrative team.
• Serve as a point of contact for internal and external stakeholders on behalf of the Administrator.
• Assist with coordination of leadership meetings Town Hall Resident Council Food Committee Memorial Service Lunch & Learns Holocaust Survivors Seder Israel Independence Day Observation and other events & committees as needed.
• Support communication between departments to ensure follow-through on assignments and initiatives.
• Assist with preparation and distribution of community-wide notices and announcements.
• Handle incoming phone calls check voicemail and e-mails daily.
• Assist with tracking documentation related to regulatory compliance surveys policies and procedures.
• Help maintain records required for CBRF & RCAC operations audits and inspections.
• Support emergency preparedness planning documentation and updates as directed by the Administrator.
• Provide professional welcoming support to residents and families when interacting with the administrative office.
• Assist with documentation requests letters of verification and general administrative needs.
• Maintain discretion and sensitivity when handling resident staff and family matters.
• Assist the Administrator with special projects data tracking quality assurance and process improvement initiatives.
• Support onboarding and administrative coordination for new leadership staff as needed.
• Coordinate logistics for events training and leadership initiatives.
• Perform other duties as assigned.

• High School diploma or equivalent. Associates degree or higher education (preferred).
• Minimum of 23 years of administrative support experience with experience in a senior living setting (preferred).
• Proficiency in Microsoft Office (Outlook Word Excel) and ability to learn new systems.
• Exceptional organizational skills and the ability to balance multiple projects.
• High level of professionalism discretion and confidentiality.
• Excellent written and oral communication English language skills and phone etiquette.