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Form of work The Executive Assistant handles the daily administrative duties for the GuideStar Eldercare corporate office. This position provides clerical support as well as performs receptionist duties, and undertakes special projects, as requested. We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace. This position is based in Crown Point, IN.
Essential Job Functions & Responsibilities
- Manage the flow of communication between the CEO's office and employees, clients, and other external partners.
- Collaborates with all executive staff to identify and deliver the required administrative support operations for the organization
- Schedule and coordinate executive and management meetings and accurately record and distribute minutes for these meetings. Meeting preparation may include, but is not limited to, calendar invitations, agenda preparation, conference call set up, and organizing lunches/catering.
- Provide Administrative Support to the CEO and executive team
- Anticipate the needs of the CEO and executive team to ensure continued support and efficiency.
- Ensure day-to-day operations are seamless by securing building service needs for each suite GuideStar occupies
- Manage kitchen supplies for each suite GuideStar occupies
- Lead and partner with appropriate staff in the planning and execution of company events.
- Answer phones in a professional manner. Screen calls and forward to appropriate party.
- Provide real-time scheduling support.
- Provide excellent customer service.
- Anticipate the needs of others in order to ensure their seamless and positive experience.
- Maintain professional communication at all times across email, phone, and face to face interactions.
- Generate reports as needed.
- Project Management as assigned.
Qualifications
- Bachelor's degree preferred
- 5+ years of experience (required)
- Healthcare administrative experience (preferred)
- Proven experience as an administrative assistant or other relevant administrative support experience, including provision of support to multiple individuals at once.
- In-depth understanding of entire MS Office suite.
- Ability to organize a daily workload by priorities.
- Ability to act as a gatekeeper and escalate relevant information to executives as needed.
- Skilled in the use of standard office equipment.
- Must be able to meet deadlines in a fast-paced, quickly changing environment.
- A proactive approach to problem-solving with strong decision-making skills.
- Professional level verbal and written communications skills.
- Work effectively with minimal supervision.
- Treat confidential information with appropriate discretion.
- Exceptional attention to detail.
- Able to pass background testing, including motor vehicle record review and drug screening.
- Must have reliable transportation between home and the corporate office.
All GuideStar employees must be vaccinated against COVID-19 and flu. GuideStar follows all applicable laws; contact humanresources@guidestareldercare.com for more information. Testing for illegal drugs will be administered to all final candidates for whom an offer of employment has been extended.
WHAT MAKES US GREAT
At GuideStar Eldercare, we provide onsite psychiatric, neurologic and psychological care for patients with neurodegenerative and psychiatric disorders in Long Term Care Facilities. Our mission is to enhance the quality of life for our shared patients by easing their suffering while actively promoting their safety, functionality, and dignity.
Led by CEO/Founder, Dr. Steven Posar, our innovative care does not end with patient diagnosis and treatment. We work with long-term care facilities on complex medical management issues and regulatory compliance that help facilities establish and maintain high standards of care and compliance.
GuideStar is recognized as an Age-Friendly Health System, reliably providing a set of four evidence-based elements of high-quality care known as the 4Ms Framework. In addition, GuideStar presented innovative research at the Alzheimer's Association International Conference in 2018 and 2020.
GuideStar Eldercare provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
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