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Executive Assistant Job Description
Reports To: VICE PRESIDENT OF OPERATIONS
TAVROS CARE MISSION STATEMENT
To create a Company Culture that supports our Residents, and Team in reaching their fullest potential in life, and work.
TAVROS CARE CORE VALUES
Core Values
● Leadership by example: We Lead by example, regardless of position, or title
● Solution Focused: We accept problems for what they are, and focus on developing the best possible
Solutions
● Results Oriented: We are committed to delivering Results for our Residents, our Team, and our
Company
● Effective Communication: We Communicate openly, honestly, and always with respect for others
● World Class Company: Creating a World Class Company that values its Team, and Residents is at the core of every decision we make.
Executive Assistant to VP of Operations SUMMARY
We are seeking a detail-oriented, thorough, and organized individual to join our growing organization. The
Executive Assistant will provide high-level administrative support to the Vice-President and the senior leadership team to ensure the efficiency and focus of the Company’s initiatives and goals. Key attributes for this position are self-aware, process oriented, hardworking, and a leader.
I. THE CORE RESPONSIBILITIES FOR THE EXECUTIVE ASSISTANT TO VP OF OPERATIONS ARE
OVERSEEING PEOPLE OPERATIONS AND ADMINISTRATIVE DUTIES
● Track the VP of Operations’ tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments
● Organizes meetings, including scheduling, sending reminders,and organizing catering when needed
● Organize internal and external meeting for VP of Operations, including logistical and substantive preparation
● Manage all travel scheduling and arrangements
● Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner
● Respond to emails in a timely manner
● Assist with paying company bills
● Provide special project leadership and support as needed.
● Conduct preliminary research on a variety of topics; draft materials as needed
● Order gifts for employees
● Maintain sensitive matters with a high level of confidentiality and discretion
● Ordering and stocking office supplies and refreshments as needed
● Send, receive, and distribute mail daily
● Daily bank runs
● Ensure break room, kitchen, and reception areas are kept clean and organized
● Assist with tasks and errands as needed for senior leadership members
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● Work alongside marketing and human resources to create a friendly, welcoming atmosphere for prospective and current employees
● Perform any other relevant duties as assigned
II. OTHER DUTIES OF Executive Assistant to VP of Operations
Teamwork and Communication
▪ Be open, honest, and respectful
▪ Treat others, as you would like to be treated
Community Awareness
▪ Represent Tavros Care in a positive way
Physical Demands
▪ May be required to lift up to 25 lbs. Requires basic office work, including sitting, walking, climbing stairs, kneeling, bending and operating office equipment that is hand operated.
▪ Driving required – must have valid driver’s license with no more than two moving violation; proof of automobile liability insurance when driving personal vehicle.
Confidentiality of Information
▪ Maintain confidentiality of Tavros Care information regarding individuals including staff, residents, resident family members/natural supports, guardians, and situations.
Schedule
▪ This is an hourly position, where the hours are based on a 30 hour or less work week, but must be able to be adjusted depending on the needs of the agency and emergent situations.
III. PROBATIONARY PERIOD
All new employee hires are put on a probationary period. The probationary period will be for the duration of the employee’s first 90 days of employment. It is intended to be a trial period during which the employee is being evaluated as a suitable fit to the position and the company. A new employee will be given consistent feedback and coaching to have the chance to learn their new job and improve during the probationary period.
At the end of the probationary period (or possibly before that), the supervisor will determine if the employee should be retained in the organization. This decision will be made by appraising the following criteria:
▪ The skills, competencies and knowledge of the employee on the job
▪ The employee’s progress on given assignments
▪ The employee’s reliability, trustworthiness and other relevant personality characteristics of the employee
▪ The employee’s relation and collaboration with subordinates, supervisors and peers
The above-mentioned criteria will be assessed with quantitative measures, if applicable. Progress will be documented whenever possible, and the decision to retain an employee will be at the supervisor’s discretion.
IV. QUALIFICATIONS AND BACKGROUND/EXPERIENCE
▪ Must have a high school diploma. Bachelor’s degree preferred
▪ Current Oregon Driver’s License
▪ DHS Fingerprint and Background Check compliance
▪ Computer literate: (Google Drive, Word, Excel, Outlook, Internet, Typing)
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▪ Can demonstrate that you are a creative problem solver and have good listening skills
▪ Must not have any founded allegations of abuse of a resident/child, etc.
Job Type: Part-time
Pay: $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Schedule:
- Day shift
Ability to commute/relocate:
- Salem, OR 97301: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Microsoft Excel: 1 year (Preferred)
- Microsoft Powerpoint: 1 year (Preferred)
Work Location: In person
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