Job Details

The Arcadia Family of Companies is a local non-profit organization committed to providing senior living excellence in a gracious, compassionate, and dynamic environment which meets the spiritual, physical, and social needs of every resident, client, and member we serve.

Why Join Us

Employees are the heart of all we do. We foster an environment of compassion, understanding, integrity and open communication. Our culture emphasizes collaboration and teamwork in a supportive environment that puts our residents, clients and members first. Each day we enjoy making a positive difference in their lives. Come join us to be part of our remarkable team where every member is valued!

Enjoy The Benefits

• Healthcare: Medical, dental, and vision coverage for employees and dependents; flexible spending account, and Employee Assistance Program.
• Retirement Savings: Generous 403(b) Retirement Plan with 8.5% employer contribution every paycheck based on gross income after completion of one year of employment when you contribute 4% or more.
• Free Employee Meals: More time to relax and let our chefs take care of your meals.
• Paid Time Off: Enjoy 10-20 vacation days based on tenure, plus 11 paid holidays – and yes, your birthday is a paid holiday!
• Sick Leave: After 90 days of employment, you receive 5 days of sick leave and can accrue up to 90 days, ensuring you have the support and flexibility you need when it matters most.
• Professional Development:
• Education Assistance Program for qualified employees who want to become Certified Nurse Aids (CNAs)
• Access to a wide array of online training courses through Relias, empowering you to enhance your professional skills; and much more!
  

What You'll Do

• Provide high-level administrative support to the Chief Operating Officer (COO) and the Arcadia Leadership Team ensuring efficient operations and helping them focus on strategic tasks. You'll manage schedules, communications, and special projects while ensuring smooth operations and seamless coordination with internal and external stakeholders. This role is perfect for someone who thrives in a dynamic environment and excels at handling confidential tasks with professionalism.
  
  

Work Schedule

• Monday to Friday, 8:30am to 4:30pm
  
  

Compensation

• Annual Salary Range: $37,100 to $59,360
  
  

Responsibilities

• Administrative Support
• Calendar Management: Coordinate, schedule, and manage the COO's calendar, including meetings, appointments, and travel plans.
• Meeting Preparation: Prepare agendas, documents, presentations, and reports for meetings. Ensure the COO has everything needed for each engagement.
• Travel Coordination: Arrange complex travel logistics, including flights, accommodation, ground transportation, and detailed itineraries.
• Email and Communication Management: Monitor and respond to emails on behalf of the COO, prioritizing urgent matters, and drafting responses as needed.
• Project and Task Management
• Project Support: Assist the COO in managing key projects by tracking deadlines, milestones, and deliverables. Provide project updates and follow-ups.
• Coordination with Departments: Liaise between the COO and other departments or stakeholders to ensure smooth communication and the implementation of strategic initiatives.
• Event Planning: Organize and manage events, such as leadership team meetings.
• Reporting and Documentation
• Document Preparation: Prepare, edit, and proofread various documents, including reports, spreadsheets, presentations, and meeting minutes.
• Data Analysis: Assist with compiling data for reports and presentations, often using Excel or other reporting tools to provide insights to the COO.
• Filing and Documentation: Maintain organized electronic and physical filing systems for quick access to critical documents.
• Strategic Support
• Research and Briefings: Conduct research on various topics relevant to the COO's responsibilities, providing summaries or briefings to help inform decision-making.
• Decision Support: Assist in gathering information for critical decisions and helping to prioritize tasks and issues that require the COO's attention.
• Stakeholder Management: Interact with board members, clients, partners, and senior leaders on behalf of the COO, ensuring smooth communication and building relationships.
• Operations and Process Improvement
• Operational Efficiency: Help streamline office procedures and workflows to improve the COO's effectiveness and organizational efficiency.
• Problem-Solving: Act as a point of contact for resolving operational issues, taking initiative to solve problems or escalate them appropriately.
• Confidentiality: Handle sensitive information with a high degree of professionalism and confidentiality, particularly regarding personnel, financial matters, and strategic initiatives.
• Team Support and Coordination
• Team Communication: Facilitate communication within the leadership team or between departments, ensuring that key information is shared across the organization.
• HR Support: Coordinate with Human Resources on matters related to staffing, performance reviews, or personnel matters as requested by the COO.
• Onboarding Support: Assist in the onboarding of new employees or team members who report directly to the COO or other senior leaders.
• Miscellaneous Support
• Personal Assistance: Occasionally provide personal assistance to the COO, such as handling personal errands or managing personal appointments.
• Ad Hoc Requests: Be flexible in taking on any additional duties or special projects as needed, which could range from managing office events to supporting organizational-wide initiatives.
  
  

Education/Experience

Bachelor's degree (B.A.) from four-year college or university; or two to four years related experience and/or training; or equivalent combination of education and experience.

Certificates, Licenses, and Registrations

Notary Public Commission or ability to attain Commission.

Computer Skills

Proficiency in MS Office Suite - Word, Excel, PowerPoint, and Outlook.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk or hear. The employee frequently is required to stand, walk, sit, and taste or smell. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl; push and pull. The employee must frequently lift and/or move up to xx pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

While performing their essential functions, employees are occasionally exposed to the following conditions:

• Air-conditioned office environment
• Indoors without air conditioning
• Outdoors—all types of weather
• Hazardous materials
  
  

Arcadia Family of Companies is comprised of the following non-profit organizations:

Arcadia

15 Craigside

Arcadia Adult Day Care and Day Health Center

Arcadia Home Health and Home Care Services

Arcadia at Home

Hale Ola Kino by Arcadia

Arcadia Family of Companies is an Equal Opportunity Employer.

Employment decisions are made without regard to race, color, religion, sex, national origin, gender, sexual orientation, gender identity, age, physical or mental disability, genetic factors, military/veteran status or other characteristics protected by federal or state law.#J-18808-Ljbffr