Oakmont Senior Living is hiring: Executive Assistant in Irvine

Executive Assistant - In office required.

This is a full-time position based out of our Irvine office.

Salary range: $80k-90k

The Executive Assistant provides administrative support to the Chief Executive Officer and other members of the Executive Team, maintaining office organization and efficiency, serving as vendor contact, making travel arrangements, organizing calendars, overseeing projects, and other tasks as the business need dictates. The position must work with a high degree of discretion and maintain confidentiality of sensitive business information, while meeting deadlines, acting proactively, and communicating effectively in order to ensure a continuous and smooth workflow for the office.

Essential Job Functions:

• Ensures the effective operation of the Home Office by ensuring all equipment is operational, supplies are maintained in appropriate volume, and conference rooms, break rooms and other common areas are tidy; oversees the Receptionist in completing these responsibilities.
• Represents the CEO and Home Office professionally by greeting visitors and responding to telephone inquiries with courtesy.
• Coordinates logistics, arrangements, and details for projects and events including meeting/retreat planning, catering, arrivals/departures and transportation, coordination, and vendor contracts and relationships.

• Prepares reports, communications, and other materials for dissemination throughout the company, group, or project team.
• Performs monthly expense reporting and allocation for the executive team.
• Serves as back-up to Receptionist, professionally responding to and directing calls.
• Maintains a high level of organization within assigned areas of responsibility.

• Researches and negotiates purchases and contracts and makes recommendations to leadership.
• Responds with urgency to projects or needs of the business while exhibiting a high level of trust that tasks will be completed on time and to company standards and expectations of the CEO.
• Attends meetings to record minutes as requested by Executive Team, follows up on meeting deliverables and retains key information on behalf of the Executive Team.
• Oversees many aspects of the planning for surveys and other home office-driven community projects.

• May conduct feedback surveys throughout the year to provide information to the Executive Team.
• Establishes and maintains a system to collect, record, and quickly identify and retrieve historical data on business trends including purchases, executive and/or community reports, contracts, agreements, and expenses.
• Flexes and adapts to changing business needs including new projects and assignments as defined by the Executive Team.
• Other duties as assigned.

Required Education and Experience:

• 3+ years of experience supporting executive-level personnel.
• Some college required; Bachelor's degree preferred.
• Experience in a multi-site company serving a wide range of customers is required.
• Excellent written and verbal communication skills; tact and diplomacy in representing Executives required.
• Proficiency in Microsoft Office programs such as Word and Excel, ability to perform research, and create online surveys is required.
• Customarily and regularly exercise discretion and independent judgement.
• Demonstrate excellent organizational and time management skills.
• Must be highly motivated and able to work with little direction at times or with a sense of urgency and specific instruction at other times and performs work directly related to general business.

Benefits:

• Medical, Dental, and Vision benefits
• Vacation, Personal Day, Sick Pay, Holidays
• Company Paid Life Insurance
• Team Member Discount Program (LifeMart)
• 401(k) Savings Plan with Company Match
• Student Loan Refinancing
• Tuition Reimbursement
• Pet Insurance
• Employee Assistance Program
• Emergency Financial Assistance

Oakmont Management Group, based in Irvine, California, is a recognized leader in the senior living industry that manages a portfolio of communities under the Oakmont Senior Living and Ivy Living brands. OMG serves thousands of seniors across communities in California, Nevada, and Hawaii. At OMG, we strive to create an atmosphere of family and community among team members, residents, and resident family members. We know that caring and meaningful relationships are the foundation of a rewarding life, and our team is hand-selected for their skills, previous experience, and passion for working with the elderly. Our practice is to incorporate joy and laughter alongside our expectations of excellence. Walk into our communities and feel our pride of ownership and commitment to service.

Oakmont Management Group is an Equal Opportunity Employer.