Executive Assistant Job at The Onix Group - Corporate Office in Kennett Square

Onix Group is seekinga well-rounded Operations Coordinator to assist our executive team withadministrative and operational support. This position will support both our hospitality, real estate, healthcareand operational management team.

SPECIFIC DUTIES AND RESPONSIBILITIES

• Represents the key leadership and other operators professionally and pleasantly in all aspects, while maintaining the highest level of confidentiality of all corporate, personnel and research matters and is able to interact with all levels of the organization, internally and externally
• Responsible for overall organization of the department, including but not limited to filing, binder management, scanning and electronic filing, organizing schedules and budgets
• Works closely with accounting/finance/property management to ensure clear communication and flow of information between departments
• Maintains detailed meeting minutes for all meetings as assigned
• Manages the calendar and schedules appointments and conference/zoom calls for Managing Member and other staff as directed. Arranges detailed travel plans and itineraries, compiles documents, car rentals, hotel reservations, print board passes, etc. Organize meetings and trainings including reserving venues, logistics, presentations, catering supplies and hotel accommodations
• Maintain up to date list of all contacts and direct reports to all key operators
• Assists with time management of all key operators
• Takes and transcribes dictation and composes and prepares confidential correspondence, reports and other documents as directed. Attends all meetings and records and distributes the minutes
• Performs clerical and administrative functions including developing and typing taped dictation or written correspondence, copying, faxing, mailings, deliveries, binding and typing
• Ensures all personal and corporate invoices are processed and paid timely including assisting in creating expense reports and submitting to AP for payment. Review and approve timesheets on a bi-weekly basis including Fee for Service duties
• Screens incoming calls and correspondence and responds independently where necessary. Be the point person at the Corporate Office that Operators can contact when needed and is resource to the field positions and help navigate them to the person they need
• Set up and maintain dashboards and trackers electronically of all operational daily, weekly and monthly reports, including requesting late reports. Create, maintain and terminate user accounts for specified software and create ID badges for new employees and when needed
• Organize and monitor all facility licensure expirations and required trainings for each location
• Manage and coordinate special projects, compliance matters and any additional duties as assigned
• Manages the calendar and schedules appointments and conference/zoom calls for Managing Member and other staff as directed. Arranges detailed travel plans and itineraries, compiles documents, car rentals, hotel reservations, print board passes, etc. Organize meetings and trainings including reserving venues, logistics, presentations, catering supplies and hotel accommodations

QUALIFICATIONS

Education: High School Diploma or Equivalent

Experience: 1 year experiencein customer service and supporting at the Executive Level

ESSENTIAL JOB REQUIREMENTS AND SKILLS

• Must be able to handle confidential matters in an appropriate and trustworthy manner
• Excellent judgement, analytical, and interpersonal skills, including written and verbal communication skills to effectively communicate with all levels of executives, employees and other contacts, while appropriately and discreetly handling confidential information
• Strong understanding of business management
• Excellent note taking skills
• Strong knowledge of MS Office, Word, Excel, PowerPoint, Outlook, and current technology
• Ability to lead a project, stay focused, delegate and be efficient, organized and effective in managing multiple priorities, establishing meaningful goals, while meeting all commitments on a timely basis
• Ability to work independently to complete projects, and effectively collaborate with cross-functional teams, and external parties, including executives, employees, physicians and the public while making independent decisions when necessary
• Ability to react as necessary, to be decisive, even if limited information is available
• Excellent calendar management skills, including the coordination of complex executive meetings
• Must be able to plan, organize, develop, implement and interpret the programs, goals, objectives, policies and procedures
• Ability to research, analyze data and problem solve effectively
• Experience in scheduling travel arrangements

PHYSICAL AND SENSORY REQUIREMENTS

(With or without the aid ofmechanical devices)

• Must be able to move intermittently throughout the workday
• Must be able to speak and write the English language in an understandable manner
• Must be able to cope with a fast paced environment with the ability to switch priorities quickly
• Must be able to see and hear or use prosthetics that will enable these senses to functionadequately to ensure that the requirements of this position can be fully met
• Must function independently and have flexibility, personal integrity and the ability to work effectively with residents, personnel and support agencies
• Must meet the general health requirements set forth by the policies of this facility, which may include a medical and physical examination
• Must be able to relate to and work with the ill, disabled, elderly, emotionally upset, and at times, hostile people within the facility
• Must be able to push, pull, move and/or lift a minimum of 20 lbs. To a minimum height of 3 feet and must be able to push, pull, move and/or carry such weight to a minimum distance of 5 feet

May be necessary to assist in the evacuation ofresidents during emergency situations.