The Executive Assistant provides high-level administrative support to the Chief Executive Officer and senior leadership team of Bethany St Joseph Corporation. This on-sight role involves managing executive communications, coordinating Board activities, supporting project management and assisting with fundraising initiatives.

1. Administrative Support:
2. • Manage the CEO’s calendar, schedule meetings, and handle correspondence.
   • Prepare and edit communications, reports, presentations, and other documents for internal and external use.
   • Coordinate travel arrangements.
3. Grant Writing & Fundraising Support:
   • Research potential grant opportunities that align with the organization’s mission and goals.
   • Prepare and submit grant proposals, ensuring compliance with all application requirements and deadlines.
   • Assist with fundraising initiatives with the foundation director.
4. Project Management:
   • Lead or support key projects, ensuring successful planning, coordination, and execution, particularly for community programs and initiatives.
   • Develop and maintain project timelines, track deliverables, and coordinate resources.
   • Work with senior leadership to ensure projects stay on track and within budget.
5. Board Management & Support:
   • Prepare and distribute materials for Board meetings, including agendas, reports, and presentations.
   • Schedule and coordinate Board meetings and special committees, ensuring all logistics are handled efficiently.
   • Assist with Board member onboarding and ongoing support, including gathering necessary documents, providing background information, and managing communication.
   • Track Board activities and provide regular updates to senior leadership regarding Board member engagement, committee work, and other relevant matters.
6. Meeting Coordination:
   • Schedule, organize, and prepare materials for executive, leadership team, and committee meetings.
   • Take meeting minutes, ensuring accurate and timely distribution to all participants.
   • Follow up on action items and ensure deadlines are met.

Qualifications

• Proven experience as an executive assistant, project manager, or in a related administrative role within a healthcare or senior living setting.
• Strong knowledge of office management systems, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and cloud-based software applications.
• Experience with grant writing and securing funding, particularly in the non-profit sector or ability to gain grant writing certificate.
• Demonstrated experience in Board management and understanding of Board governance, including scheduling meetings, preparing materials, and tracking action items.
• Excellent written and verbal communication skills, with the ability to interact professionally with all levels of the organization and external contacts.
• Strong organizational and time-management skills, with the ability to prioritize multiple tasks and meet deadlines.
• Ability to work independently, exercise sound judgment, and handle confidential information with professionalism.
• Familiarity with the needs and services of senior living communities, including independent living, skilled nursing, assisted living, and adult day care is a plus.
• High school diploma or equivalent required; associate or bachelor’s degree in business administration, healthcare administration, or a related field preferred.