Blue Harbor Senior Living

Executive Administrative Assistant

US-OR-Portland
Job ID
2017-1983
Category
Administrative/Clerical
Type
Regular Full-Time
Blue Harbor Senior Living

Overview

We are missing one piece of our puzzle.  Is it you?

 

We’ve built an awesome team here at Blue Harbor, but we are missing that final piece of the puzzle.  That person that can help keep us organized, connected and efficient.  It’s a super important piece.  As our Executive Administrative Assistant, you will work very closely with our company leadership to enable effective communication, help us keep moving in the right direction, and ensure we are living the 100% True Blue lifestyle.

 

So, what does it mean to be 100% True Blue?  It means we always take the extra step to ensure we are delivering exceptional service to our employees, our business partners, and each other.  It means being dependable, committed, and helpful.  It means, being part of the family.  It means making work a fun and rewarding part of life for ourselves and each other.

And, as an added perk, this is a great time to join the Blue Harbor family.  We are a young, small, and growing force in the senior housing industry.  It’s an exciting opportunity to impact not just a home office, but our communities and an industry, too. 

 

JOB SUMMARY:

The Executive Administrative Assistant provides high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors into Home Office, arranging Home Office events and scheduling meetings.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

 

  • Make travel arrangements for executives (CEO & EVP) as requested
  • Manage CEO/EVP calendar/schedule as needed
  • Work closely with regional leadership team
  • Coordinate executive communications, including internal and external corporate documents for team members and industry partners
  • Greet and direct visitors in person and on the phone. Answer main phone lines and direct as needed.  Screen as needed.  Offer refreshments and makes visitors comfortable.
  • Receive and properly process all incoming inquiries generated by the website
  • Sort, distribute and ship all incoming/outgoing mail, packages, and faxes. Track cost by community/department as required.
  • Maintain and administer keys, locks, parking passes and any other security materials
  • Act as liaison to building manager including, but not limited to, placing work orders and distributing building notices
  • Maintain QCC (Department Heads) online calendar by contacting appropriate personnel in timely manner to assure the calendar is updated within a week of month end for the next month
  • Assume primary event planning responsibility
  • Assist AP with coding of home office invoices
  • Assist with onboarding staff of acquired communities as needed
  • Perform other duties as assigned

Qualifications

EDUCATION AND/OR EXPERIENCE REQUIREMENTS include the following:

 

  • High School diploma
  • 5 years of administrative experience
  • Competent in multiple phone systems, MS Suite
  • Uphold a strict level of confidentiality

The Blue Harbor home office is based in Portland, OR.  Yeah, that Portland with the beards, and bikes, and gray skies.  We are a growing senior living management company and currently operate communities across the United States.  Here at the home office, our job is to make sure you have the support and tools you need to be successful.  In exchange, we ask that you be a true sales leader for your community.  As the Executive Administrative Assistant for Blue Harbor, you are a critical part of the company and an extremely important part of our team.  We take that responsibility seriously. 

 

Blue Harbor Senior Living is an Equal Opportunity Employer.

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