Executive Assistant to CEO

Full-Time Position for Days at Rockwood South Hill.

Rockwood Retirement Communities is seeking a highly organized and proactive Executive Assistant the CEO (Chief Executive Officer). The ideal candidate will possess exceptional administrative skills, a keen eye for detail, and the ability to manage multiple priorities efficiently. This role offers an exciting opportunity to work closely with senior leadership and ensure the smooth operation of executive functions. The successful candidate will demonstrate professionalism, discretion, and a strong commitment to excellence in office management and executive support.

Pay Range: $26-$32 per hour

• Provide high-level proactive administrative support to the CEO, including managing the CEO’s calendar and scheduling meetings.
• Handle and maintain the highest level of confidentiality with all information obtained and time-sensitive matters, maintaining a high level of discretion and professionalism.
• Prepare correspondence, presentations, charts, spreadsheets, reports, agendas, meeting packets, minutes, newsletters, and a variety of other communications.
• Manage Board communications, including Board Pro (board management software), minutes, agendas, preparation/review of reports, presentations, and meeting materials.
• Act as a key point of contact for board members, provide timely updates, and support governance processes.
• Assist in preparing agendas, take and transcribe accurate meeting minutes. Gather information needed for meetings/events, and distribute action items and information as needed.
• Screen CEO from unscheduled visitation, cold calls, junk mail, etc. Professionally respond to inquiries as necessary to not burden CEO with unwanted interactions.
• Assign emails and/or action items to CEO and ELT members as needed. Maintain an organized system of tracking, monitoring, and prioritizing tasks and projects and follow up as needed.
• Accurately track credit card expenses for CEO (and other executives as requested) by managing credit card receipts. Prepare monthly credit card reconciliation, expense tracking, and provide to Accounting for reimbursement.
• Communicate on the CEO’s behalf both internally and externally and support/editing/creating communications to and from the CEO as needed. Serve as liaison between the ELT and Administrators/vendors/agencies as needed.
• Coordinate complex multiple Outlook calendar management, coordinate and schedule meetings, research projects, coordinate travel, etc. on behalf of the CEO and ELT.
• Reserve meeting spaces and required meeting resources including managing room setup, catering requests, and AV and conferencing needs.
• Make conference registrations, travel arrangements, and travel itineraries.
• Perform role of quality control in reviewing and proofreading various documents and publications.
• Assist in updating, developing and implementing internal policies and procedures.
• Assist CEO in collecting key performance metrics which track organizational progress and distribute as necessary.
• Maintain filing system (electronic or paper) including contracts and legal documents.
• Obtain notary public license to witness and authenticate signatures for documents in accordance with policies.
• Complete required in-services and trainings.
• Promote the 5 Keys of Quality Service (initiative, teamwork, empathy, courtesy, communication).
• Respond to internal and external communication timely and appropriately utilizing customer service approach.
• Promote a teamwork mentality throughout all aspects of position.
• All other duties as assigned.

• Bachelor’s degree and/or professional certification (Certified Administrative Professional)
• Minimum of five (5) years related experience and/or training providing proactive support to Executives
• Experience working with Boards of Trustees/Directors preferred
• Valid Driver’s License

• Paid Sick Leave and Vacation – available after 90-days of service
• 6 Paid Holidays and 2 Personal Holidays per calendar year after 90-days of service
• Holiday pay
• Flex Spending Accounts
• Employee Assistance Program (EAP)
• 403(B) with match and no waiting period to begin deferrals
• Group Life Insurance & AD&DD
• Voluntary Life…