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Executive Assistant

Tulsa, OK 74136

Industry: Administrative Assistant Job Number: 53233711

Job Description

Position SummaryThe Executive Assistant is a key member of our team, providing vital support to ensure smooth daily operation within our community.  This position requires a highly organized, detail-oriented, and professional individual with strong computer skills and the ability to manage multiple priorities. Primary Responsibilities 
  1. Provide high-level administrative and clerical support to the Executive Director and leadership team.
  2. Manage calendars, schedule meetings, and coordinate appointments.
  3. Prepare correspondence, reports, and presentation with accuracy.
  4. Serve as the primary point of contact between the executive office and residents, families, staff and external partners.
  5. Handle incoming calls, emails, and mail with discretion and tact.
  6. Communicate information on behalf of leadership in a clear and professional manner.
  7. Maintain strict confidentiality of resident, employee, and organizational information.
  8. Ensure administrative practices comply with HIPPA, state licensing, and company policies.
  9. Plan and organize meetings, staff events, and community functions.
  10. Prepare agendas, record minutes, and track follow-up actions.
  11. Coordinate logistics for board meetings and leadership team meetings.
  12. Maintain organized and up-to-date files for contracts, licenses, polices, and resident documents.
  13. Assist in the preparation of compliance reports, audits, and regulatory submissions.
  14. Support budgeting, invoice processing, and expense reporting.
  15. Order supplies and manage vendor relationships as needed
  16. Assist in monitoring operational budgets and purchasing documentation
  17. Provide courteous, responsive assistance to residents and families.
  18. Support community engagement efforts and maintain positive relationships.
  19. Assist with special projects, strategic initiatives, and process improvements as directed by the Executive Director.
  20. Track progress and ensure deadlines are met.
  21. Collaborate with department heads, caregivers, and administrative staff to ensure smooth daily operations.
  22. Help foster a culture of professionalism, compassion, and service excellence.

Meet Your Recruiter

Sonia Moser
Clerical/Professional Staffing Manger

Sonia joined the American StaffCorp team in August 2001, beginning her journey at the Front Office Admin, where she skillfully assisted individuals in their job search. Her dedication and talent led her to become Staffing Manager for the Clerical and Professional Division in 2012. Sonia's passion lies in fostering meaningful relationships with both candidates and clients, ensuring they receive exceptional service from American StaffCorp.

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About Tulsa, OK

Join us in exploring exciting job opportunities in the vibrant area surrounding Tulsa, Oklahoma! Known for its rich cultural heritage, thriving arts scene, and endless outdoor adventures, Tulsa offers a perfect blend of work and play. With iconic landmarks like the BOK Center, Philbrook Museum of Art, and the Gathering Place, as well as unique cuisine ranging from barbecue to gourmet food trucks, this region truly has something for everyone. Cheer for the Tulsa Drillers baseball team at ONEOK Field, immerse yourself in a performance at the Tulsa Performing Arts Center, or enjoy a leisurely day at Woodward Park. Discover why Tulsa is not just a place to work but a place to grow and thrive in your career!