Job Description

Job Title: Executive Assistant

Location: This is a hybrid role. While most work can be done remotely from your home office, candidates must reside within the San Francisco Bay Area . This position requires occasional local travel for in-person events, content creation (like taking photos), and attending conferences.

About Us:  

We are dedicated to providing exceptional senior living options that enhance the quality of life for our clients. With a commitment to compassion, integrity, and excellence, we offer personalized services that help families navigate the complexities of senior living options.

Job Overview: We are seeking a highly organized and proactive Executive Assistant to join our team. This role requires managing a CRM database, handling inquiries, supporting client move-in processes, and providing comprehensive administrative support as well as managing social media, attending conferences & events, and other ad hoc tasks as needed. The successful candidate will work closely with the CEO and other team members to ensure efficient operation of the business, adherence to HIPAA compliance, and maintenance of client confidentiality.

Responsibilities:

• CRM Management: Oversee and manage the CRM database of leads, communities, and professionals.
• Inquiry Handling: Answer calls inquiring about senior living options and direct them to the appropriate Senior Living Consultant. Document all inquiries in the database.
• Client Move-In Support: Assist with the client move-in process, including arranging transportation, ordering medical equipment, and facilitating referrals for additional services such as home care and legal assistance.
• Weekly Updates: Provide weekly updates to the CEO during scheduled meetings.
• Contract Facilitation: Obtain and manage contracts from senior living communities.
• Communication: Respond promptly to inquiries, calls, texts, and emails within a 24-hour timeframe. Manage email communications on behalf of the team.
• Information Management: Call communities to gather information, order branded marketing materials, and organize community data.
• Process Development: Develop processes to enhance collaboration on clients' needs.
• Event and Activity Planning: Plan, organize, and execute activities, events, vendor conferences, and meetings.
• Calendar Management: Manage and maintain calendars for the team.
• Administrative Duties: Handle virtual administrative tasks including filing, scanning, and copying.
• Research and Data Organization: Conduct research, organize data, and create presentations and documents as needed.
• Social Media Management: Oversee and manage social media platforms.
• Statistical Analysis: Gather and organize data for statistical analysis.
• New Team Member Onboarding: Set up files and tools for new team members to ensure they have the necessary resources from day one.
• Other Duties: Assist with all other aspects of our business as needed.

Qualifications:

• Must reside within the San Francisco Bay Area for occasional in-person events and meetings.
• Proven experience as an Executive Assistant or similar administrative role.
• Strong knowledge of CRM systems and proficiency in managing databases.
• Excellent communication skills and the ability to handle multiple tasks efficiently.
• Must be HIPAA compliant and committed to maintaining strict confidentiality.
• Strong organizational skills with the ability to plan and execute events and meetings.
• Proficiency in Microsoft Office applications, social media platforms, and virtual communication tools.
• Ability to create detailed presentations and statistical reports.
• Must have a valid driver’s license and be able to handle tasks virtually.
• Must maintain a dedicated, quiet home office environment conducive to focused work and free from significant distractions.

What We Offer:

• 401K plan & matching
• Company Health Plan Coverage
• Paid Holidays & PTO
• Monthly expenses, cell, and internet.
• Opportunities to develop professional skills and grow within the company & role.
• A role that is critical to the smooth operation and success of our business.

We look forward to welcoming a dedicated Executive Assistant to our team who is passionate about making a significant impact in the senior living industry.

Equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. 

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