Hybrid Executive Assistant: C-Suite (Full-Time) bei Virginia Mennonite Retirement Community, Inc.

Description

Commitment To Inclusive Excellence

At VMRC, we identify a 'cultural fit' as a community member demonstrating our shared values and commitment to fostering an inclusive, purpose-driven workplace. We seek candidates who align with our service, justice, peacebuilding, and stewardship values while bringing diverse perspectives that enrich our collective work.

We assess candidates through structured, bias-conscious interview questions, exploring how they have lived these values in their professional and personal experiences.

Executive Assistant

Is primarily responsible for providing comprehensive support to the C-Suite and occasional support provided to Vice Presidents. This position manages office operations and communications, including reviewing and processing confidential and time-sensitive information. This position requires thinking critically, anticipating needs, and offering solutions to problems with high professionalism and confidentiality. This position requires excellent internal and external customer relations skills, maintenance of multiple schedules, and the ability to plan various and varied events for the C-Suite office.

Requirements

Associate’s degree in Business Administration or related field; Bachelor’s degree preferred and/or a combination of education and experience at an executive level. Must possess positive human relations, organization, and time management skills. Must know Microsoft Word, Windows, and database management. The ability to communicate well with all levels of the organization is essential. Accuracy, attention to detail, and initiative are imperative. Maintaining confidentiality in all aspects of the position, including professional and personal relationships, and working well within a cross-functional team environment.

A. Essential Functions – Assist C-Suite and Vice Presidents

1. Coordinate schedules and manage appointments.

2. Participate in budgeting and strategic planning processes.

3. Manage special assignments, events, and projects.

4. Serve as a back-up for the Executive Assistant to the CEO and HR Assistant/Specialist to the CHRO, as necessary.

B. Essential Functions - Provide above-average typing and word-processing support for the administration

1. Prepare required organizational, confidential, and time-sensitive correspondence, ensuring neatness, correct format, and accuracy of spelling, grammar, punctuation, and mathematical calculations.

2. Prepare and distribute required correspondence and materials.

C. Essential Functions – Provide administrative support

1. Receive and screen telephone calls for C-Suite, when necessary, and take appropriate action.

2. Prepare travel arrangements for C-Suite and Vice Presidents, as needed.

3. Control and monitor access to records and documents.

4. Coordinate travel and lodging arrangements for LeadingAge Virginia, LeadingAge, MHS Assembly, and other conferences and meetings for the C-suite as necessary.

5. Sort and distribute mail for C-Suite.

D. Essential Functions – Public/customer relations

1. Project a professional, courteous approach when communicating with the public, other employees, and residents.

2. Provide periodic support for VMRC foundation functions, as necessary.

3. Participate in various focus groups as needed.

E. Essential Functions – Planning and organizing

1. Plan, organize, and prioritize work effectively.

2. Develop short-term and long-term goals and establish realistic plans for their attainment.

3. Anticipate needs, problems, and opportunities, and create optimum solutions with timely schedules and deadlines.

4. Prioritize tasks and maintain flexibility as circumstances change.

F. Essential Functions – Critical thinking and decision making

1. Make sound decisions by applying analysis, experience, and judgment; involve the right people, and act confidently even with limited information and tight deadlines.

2. Accept responsibility for decisions made.

G. Essential Functions – Communication

1. Effectively communicate in writing and speech with a positive, constructive, organized, and transparent approach that everyone easily understands.

2. Actively demonstrate understanding and respond to others’ communications appropriately.

3. Ask for feedback and confirm understanding to ensure accuracy in the communication process.

4. Invite and respect others’ points of view.

5. Use communication skills to address and resolve conflict.

6. Give and receive constructive feedback. Disseminate pertinent information to the appropriate recipients in a timely and accurate manner.

H. Essential Functions - Technology

Microsoft Office Suite

• Advanced skills in Word: Document creation, formatting, mail merge, track changes, and templates.
• Expert in Excel: Formulas, pivot tables, data visualization, macros, and Power Query.
• Proficient in PowerPoint: Designing professional presentations, animations, slide masters, and speaker notes.
• Strong Outlook skills: Email management, calendar scheduling, rules, and task automation.
• Experience with Access (database creation, queries, reports) and OneNote (digital note-taking, collaboration).

SharePoint

• Proficient in document management: Version control and workflows.
• SharePoint pages using Power Apps, and Power Automate.
• Migration of files from local drives/SharePoint legacy to modern sites.
• Integration of SharePoint with Microsoft Teams, Outlook, and Office Apps for seamless collaboration.

Microsoft Teams

• Set up and manage Teams channels, chats, and meetings for internal/external collaboration.
• Organize webinars, live events, and breakout rooms with attendee management.
• Integrate Planner, SharePoint, and OneDrive for project tracking and file sharing.
• Configure Teams guest access, and security settings.
• Automate workflows using Power Automate for notifications and approvals.