Executive Operations Specialist

Job Summary: P rovides administrative and operational support to the executive team members and departments as assigned or required.

Essential Functions:

• Provides timely and accurate administrative assistance to the Executive Team or designated leaders as assigned, requested or required. Anticipates needs and provides administrative assistance based on current projects and key assignments.

• Represents NorthStar Care Community administration to callers. Accepts incoming calls promptly and courteously and responds appropriately to customer inquiries. Processes messages efficiently, accurately and in a timely manner. Transfers calls appropriately to fully address customer concerns.

• Triages sensitive issues to the appropriate individuals for resolution. Ensures that complaints are handled sensitively and expeditiously within NorthStar Care Community policies and procedures.

• Maintains personal calendars and schedules appropriate appointments.

• Drafts and edits communications on behalf of the executive team as assigned.

• Arranges travel and prepares itineraries as needed.

• Creates and maintains an organized filing system for executive staff. Ensures all required documents are filed accurately and within guidelines.

• Plans events, coordinates activities, facilitates meetings, independently researches material, performs special assignments, assists with projects, reconciles monthly statements and completes board evaluation and compliance requirements accurately and on time with minimal direction.

• Works with the Manager to create department/board/committee agendas and meeting materials; prepares and dispatches information packets; makes logistical arrangements; and coordinates schedules for assigned meetings. Records and transcribes minutes for departmental and governance board/committees.

• Problem solves, anticipates needs, and initiates solutions with the Executive Operations team in the operations of the Administrative office.

• Assists other administrative personnel with their duties, including (but not limited to) providing reception area coverage, answering telephones, routing inquires or materials, providing back-up customer service assistance and any other duties to promote smooth daily operations. Works collaboratively with the Executive Operations team to ensure projects are on schedule.

• Processes incoming and outgoing mail on a daily basis.

• Answers door and greets guests as needed.

• Actively participates in activities that promote the mission of NorthStar Care Community in the community.

• Adheres to organizational Code of Conduct, policies, procedures, protocols and processes and all regulatory and legal requirements.

• Adheres to the NorthStar standards to care for every person, every time, 100% of the time

Qualifications:

• Associate’s degree in business, healthcare, or related field preferred; Other education with the equivalent amount of work experience may be considered.

• One (1) year of business/office operations or similar experience required.

• Must be computer literate, with demonstrated proficiency in Microsoft Office applications.

• Must be familiar with and have operational knowledge of standard office business machines.

• Must be able to read, write and speak English fluently and be able to effectively communicate orally and in writing in internal and external relationships for all essential job functions.

• Must be able to coordinate several tasks simultaneously while maintaining a high degree of efficiency and accuracy.

• The physical demands of the position include vision, effective speech and hearing for extensive telephone contact; repetitive motion; driving or riding in a motor vehicle; standing, sitting, walking, bending, reaching, and stretching; and lifting up to twenty-five (25) pounds unassisted.

• Must have reliable transportation to be able to travel and maintain the rigors of a busy schedule. Frequently works variable hours/days; activities and workload may require extended days.

• Must be eligible to work in the United States.