Executive Assistant

Direct message the job poster from Oakmont Senior Living

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

Salary Range: $90,000–$100,000

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:

• Represents the CEO and Home Office professionally by greeting visitors and responding to telephone inquiries with courtesy and professionalism.
• Responds with urgency to business needs and projects, demonstrating reliability, discretion, and a strong commitment to meeting deadlines and maintaining company standards.
• Attends meetings at the request of the Executive Team, records meeting minutes, follows up on deliverables, and retains key information for future reference.
• Coordinates logistics and details for projects and events, including meeting and retreat planning, catering, travel arrangements, transportation, and vendor coordination and contracts.
• Prepares reports, communications, and other materials for distribution across the company, department, or project teams.
• Manages monthly expense reporting and allocation for the executive team.
• Ensures smooth day-to-day operations of the Home Office by maintaining equipment functionality, managing supply inventory, and keeping conference rooms, and other common areas clean and organized; oversees the Receptionist in fulfilling these responsibilities.
• Serves as a back-up to the Receptionist, handling incoming calls professionally and directing them as needed.
• Maintains a high level of organization within assigned areas of responsibility.
• Researches and negotiates purchases and contracts, providing recommendations to leadership.
• Oversees planning and execution of surveys and other Home Office–driven community projects.
• Develops and maintains a system for collecting, recording, and quickly retrieving historical business data, including purchases, reports, contracts, agreements, and expenses.
• Adapts to shifting business priorities and takes on new projects and responsibilities as defined by the Executive Team.
• Performs other duties as assigned.

Required Education and Experience:

• 3+ years of experience supporting executive-level personnel.
• 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.
• 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.
• Medical, Dental, and Vision benefits
• Vacation, Personal Day, Sick Pay, Holidays
• Company Paid Life Insurance
• Team Member Discount Program (Life Mart)
• 401(k) Savings Plan with Company Match
• Student Loan Refinancing
• Tuition Reimbursement
• Pet Insurance
• Employee Assistance Program

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…