C-Suite Executive Assistant

Job Summary:

The Executive Assistant serves as a trusted executive partner to the Chief Executive Officer (CEO), providing high-level administrative, organizational, and operational support that enables the CEO to focus on strategic leadership, governance, resident engagement, and organizational priorities. This position also provides administrative support to other members of the executive leadership team as assigned by the CEO.

The Executive Assistant serves as a key point of coordination among the CEO, executive leadership, Board members, residents, associates, and external stakeholders. This role requires exceptional organization, discretion, judgment, and the ability to anticipate needs, manage competing priorities, protect executive time, and represent Lenbrook with professionalism and warmth.

Essential Functions:

Executive Support

- Provide comprehensive administrative support to the CEO, proactively anticipating needs, deadlines, priorities, and appropriate next steps.

- Manage complex and frequently changing executive calendars, including meetings, appointments, resident engagements, community events, Board activities, and external commitments.

- Coordinate meeting logistics, agendas, materials, presentations, and follow-up activities to ensure the CEO is appropriately prepared.

- Monitor executive commitments, action items, deadlines, and priorities and support timely follow-through.

- Draft, edit, proofread, and format correspondence, reports, presentations, meeting materials, and other executive communications.

- Prioritize incoming requests, correspondence, calls, and meeting invitations using sound judgment and discretion.

- Coordinate executive travel, itineraries, registrations, expense reports, invoices, purchasing requests, and related administrative needs.

Board & Governance Support

- Provide administrative and logistical support for Board of Directors and Board committee meetings, including scheduling, meeting materials, presentations, minutes, technology, and meeting logistics.

- Assist with the preparation and timely distribution of Board materials and maintain organized and confidential governance records.

- Document decisions and action items as assigned and support appropriate follow-through.

- Maintain the highest level of discretion when handling confidential Board and organizational matters.

- Executive Leadership & Organizational Support

- Serve as a trusted administrative liaison among the CEO, executive leadership team, Board members, residents, and Lenbrook departments.

- Provide administrative support to designated members of the executive leadership team as assigned by the CEO.

- Coordinate executive leadership meetings, retreats, planning sessions, resident forums, special events, and other leadership activities.

- Track executive-level projects, strategic priorities, commitments, deadlines, and deliverables and support timely completion.

- Assist with special projects and cross-functional organizational initiatives as directed.

- Identify opportunities to improve executive-office processes, communication, organization, and overall effectiveness.

Resident Association & Community Relations

- Serve as the administrative liaison to Lenbrooks Residents Association and resident leadership groups.

- Maintain current records of Resident Association officers, committee chairs, committee members, and applicable terms.

- Coordinate orientation and onboarding activities for Resident Association leaders and committee members.

- Support agendas, meeting preparation, communications, Town Halls, forums, resident leadership activities, and other community initiatives.

- Demonstrate professionalism, warmth, responsiveness, and hospitality when interacting with residents, families, Board members, associates, and community partners.

- Handle sensitive resident and stakeholder communications with discretion and appropriately direct matters requiring executive attention.

- Represent Lenbrooks mission, values, culture, and commitment to service excellence.

Confidentiality, Judgment & Professional Expectations

- Maintain strict confidentiality regarding executive, Board, resident, associate, financial, strategic, and organizational matters.

- Exercise sound judgment when handling sensitive, confidential, or time-critical situations and appropriately escalate matters requiring executive attention.

- Maintain organized and secure executive and governance records in accordance with Lenbrook policies and applicable requirements.

- Maintain flexibility in work schedule to support Board meetings, resident events, executive commitments, and organizational needs, including occasional early morning, evening, and special-event support.

- Perform other job-related duties as assigned.

Qualifications

Skills, Abilities & Competencies:

- Exceptional organizational, prioritization, and time-management skills, with the ability to create structure, manage competing priorities, and consistently follow commitments through completion.

- Demonstrated ability to manage complex executive calendars and changing priorities.

- Ability to anticipate the needs and priorities of the CEO and executive leadership and independently identify appropriate next steps.

- Excellent written and verbal communication skills with strong attention to grammar, accuracy, and detail and the ability to communicate professionally and diplomatically with diverse audiences.

- Exceptional interpersonal skills, executive presence, diplomacy, and professionalism.

- Ability to build and maintain trusted relationships with residents, families, Board members, executives, associates, community stakeholders, and external partners.

- Exceptional discretion, sound judgment, and demonstrated ability to handle highly sensitive and confidential information.

- Ability to remain composed, flexible, and solutions-oriented as priorities, schedules, and organizational needs change.

- Strong initiative and problem-solving skills with the ability to anticipate challenges, identify practical solutions, and take appropriate action with limited supervision.

- Demonstrates responsiveness, professionalism, warmth, and a strong commitment to service excellence and the Lenbrook experience.

- Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other business technology.

- Ability to responsibly use technology and AI-enabled productivity tools in accordance with Lenbrook confidentiality, privacy, and data-security expectations.

Education and Experience Required:

- Bachelors degree in business administration, communications, healthcare administration, nonprofit management, or a related field preferred.

- Minimum of 5 years of progressively responsible administrative experience, including significant experience supporting C-suite or senior executives.

- Experience supporting a CEO, President, Board of Directors, or executive leadership team strongly preferred.

- Experience in senior living, healthcare, hospitality, nonprofit organizations, or another highly service-oriented environment preferred.

- Experience supporting Board governance activities is highly desirable.

Physical Requirements:

- Must be able to remain in a stationary position for extended periods while performing computer and administrative work.

- Must be able to move throughout office and community areas, including navigating hallways, meeting spaces, and other work areas.

- Must be able to frequently use a computer, telephone, and other standard office equipment.

- Must have sufficient manual dexterity to perform computer work, handle documents, and operate office equipment.

- Must be able to occasionally bend, stoop, reach, and retrieve or organize files, supplies, and materials.

- Must be able to occasionally lift, carry, push, or pull up to 20 pounds.

- Must be able to perform the essential functions of the position with or without reasonable accommodation.

General information:

- All requirements of this position are subject to possible modification to reasonably accommodate individuals with disabilities.

- This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor.

- Requirements are representative of minimum levels of knowledge, skills, and abilities. To perform this job successfully, the employee will possess abilities or aptitudes to perform each duty proficiently.

- This document does not create an employment contract, implied or otherwise; Lenbrook is an at-will employer.