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Job Description

Position Purpose

The Operations Executive Assistant, reporting directly to the Chief Operating Officer, is responsible for supporting the administrative needs of the COO and all Operations Departments to include: Dining, Facilities, Resident Services, Marketing, Assisted Living, The Retreat and Immanuel Living at Home.

The role requires strong organizational, leadership, and communication skills to support administrative operations, ensure compliance with policies, and contribute to a positive experience for residents, family members, staff, and visitors at Immanuel Living.

Position Duties

•Coordinate Office Operations: Manage the overall business office functions, including phone management, calendar managment, credit card reconciliation and maintaining office supplies and equipment. Ensure that all administrative duties are completed accurately and on time, and that office records are kept up to date.

• Complete monthly resident billing

• Process invoices for payment in a timely manner

• Support Dining with the POS system to ensure proper reporting and billing

• Design menus, flyers, News and Views according to Immanuel brand standards

• Provide reports to other departments as requested

• Update employee and resident directories quarterly

• Create and distribute increase letters annually

• Lead the design on the annual report – working with a team to include The Foundation, CEO’s office, and Finance

• Order business cards as requested

•Office Budget and Inventory Management: Oversee the office budget, ordering supplies, maintaining an inventory of office materials, and ensuring that office expenditures remain within budget.

•Administration Support: Assist various department leaders as needed, with special projects and administrative support. Support of departments include, but is not limited to: Resident Services, Marketing, Dining, Facilities, Assisted Living, The Retreat, and Immanuel Living at Home. Coordinating as needed with Finance, Payroll, HR, Therapy, and provide executive support to the COO.

•Documentation Management: Provide support in updating and maintaining required resident records for billing, reporting, and administrative purposes.

• Communication and Collaboration:

• Maintain open communication with the COO and other department heads to ensure alignment in office operations and support for departmental goals.

• Communicate effectively with residents, families, staff, and external vendors to ensure smooth office operations.

• Provide ongoing feedback and reports to the COO, highlighting any operational concerns or improvements needed.

• Serve as a liaison between COO, residents, team members and guests, ensuring that their needs and concerns are communicated appropriately.

• Special Projects and Additional Duties:

• Oversee or assist in organizing special events or projects that require coordination between the office, and other departments.

• Participate in staff meetings, training sessions, and other activities to improve communication and operational functions.

• Perform any other duties as assigned by the COO or other departmental leaders.

Requirements

Essential Physical, Mental and Emotional Requirements

+ The employee must be at least 18 years of age

+ The employee must be able to perform multiple tasks simultaneously and be able to work under time and/or deadline pressures.

+ Ability to perform multiple tasks simultaneously and work under pressure.

+ Ability to sit, stand, walk, and reach for extended periods of time.

+ Required vision abilities include close-up and distance vision, peripheral vision, and the ability to adjust focus.

+ Ability to lift, carry, and move office supplies and files, up to 20 pounds.

Education and Experience

+ Graduation from high school or GED preferred.

+ Minimum of 3 years of experience in a similar office management or administrative role, including experience in managing volunteers.

+ Experience with billing, financial processes, and office administration, preferably in a healthcare or senior living environment.

+ Strong knowledge of office management procedures and volunteer coordination.

+ Proficiency with office software, including Microsoft Office (Word, Excel, Outlook) and other tools commonly used for office management.