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Director of Administrative Services/Executive Assistant

in Newton, MA

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Job Description Job Attributes+

  • Job ID

    955149

  • Req ID

    95429BR

  • Job Category

    Administrative

  • Career Area

    Corporate & Regional

  • Job Type

    Full-Time

  • Job Location

    Five Star Senior Living
    400 Centre Street
    Newton, MA 02458

Location Information

Five Star Senior Living's corporate headquarters are located in Newton, Massachusetts. Just 20 minutes outside of downtown Boston, the building features easy access to public transportation and the Massachusetts Turnpike.

Key Responsibilities

Summary:

The Director of Administrative Services/Executive Assistant will work directly with C-level executives and will be responsible for helping to ensure the successful day to day operations of the office of the CEO, including facilitating smooth communications with stakeholders and leading a team of administrative professionals. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment. The Director of Administrative Services/Executive Assistant not only does what needs to be done but anticipates the needs of the executive team and prepares in advance. They must possess the knowledge and experience to identify key issues of importance that need the attention of the CEO and provide recommendations on appropriate follow-up.

Responsibilities:

  • Provides administrative support to CEO and executive team.
  • Schedules meetings and appointments and manages travel itineraries and expense reports.
  • Provides a wide variety of day to day administrative support to the CEO and executive team, and maintains accurate and organized files.
  • Works with the CEO and executive teams to plan meetings, including content, agenda setting and materials.
  • Manages and provides support, training and development to a team of Administrative Assistants and support staff.
  • Provide day to day guidance to help administrative team prioritize activities and projects based on expectations of executive team.
  • Provides and facilitates, through the administrative support team, a wide range of office administration tasks in support of the corporate office.
  • Organizes administrative coverage for Senior Managers when their assigned administrative support person is not in the office such as vacation, sick, etc.
  • Arranges and coordinate travel and manage expenses for the executive team.
  • Creates reports for senior management and attend meetings, as requested.
  • Ensures proper completion and compliance for time cards of direct reports.
  • Completes performance reviews and provides regular coaching and feedback to direct reports.
  • Participates in the hiring process for any open administrative support position.
  • Manages vacation and time off requests for direct reports to ensure that there is adequate coverage for the team and duties are carried out without interruption.
  • Oversees executive-level communication, coordination and scheduling.
  • Communicates directly, and on behalf of the CEO and executive team on matters related to company initiatives.
  • Proactively manages and remains apprised of the CEO’s schedule to balance stakeholder needs with appropriate prioritization for the CEO. Provides proactive reminders and advance prep for meetings as needed to help ensure successful execution.
  • Researches, prioritizes, and follows up on incoming issues and concerns from internal and external stakeholders addressed to the CEO and executive team, including those of a sensitive or confidential nature and acts as a gatekeeper for the CEO for such inquiries and routine matters. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the CEO/executive team and internal departments and external stakeholders; demonstrating leadership to maintain credibility, trust and support with senior leadership.
  • Owns and executes on special projects on behalf of the CEO.
  • Independently prepares and drafts internal and external corporate documents and communications with input and review from the CEO and executive team as needed. Communications may range from CEO update at board meetings to follow-up correspondence related to the CEO’s various meetings with employees, residents, partners and other key stakeholders. This may also include collaboration with internal corporate communications, investor relations and other key stakeholders related to external communications.
  • Leads key projects and initiatives as identified by the CEO. This includes developing project plans and timelines, identifying key milestone and critical path items, and effectively coordinating all key stakeholders to ensure the project is delivered on time and meets the identified goals/objectives.
  • Manage purchase orders for vendors, suppliers, and special events.
  • Manage relationships with vendors for the corporate office, including processing agreements and negotiating service rates.
  • Liaise with all departments to stay ahead of supply and space planning needs in a hoteling environment.
  • Oversee the overall condition of the office spaces and work with building management and facilities management to review and correct building related issues, service requests and or projects for the building.

Requirements:

  • Bachelor's degree with 7-10 years of experience supporting C-level executives.
  • Advanced Microsoft Office skills, with an ability to become familiar with company-specific programs and software.
  • Resilient, collaborative, flexible, innovative and self-motivated, with strong attention to detail.
  • Strong and sophisticated organizational, project management, communication, analytical and problem-solving skills with impeccable multi-tasking abilities.
  • Excellent written and verbal communication skills.
  • Exceptional interpersonal skills and strong emotional intelligence with the ability to proactively manage stakeholder expectations while demonstrating a friendly and collaborative approach.
  • Consistent, high level of professionalism and integrity in representation of the CEO and executive team.

Shift/Hours

Daytime

Our Core Values

  • We Put People First
  • We Act With Integrity
  • We Mind the Business
  • We Listen, Then Act Decisively
  • We Work to be Our Best

About Five Star

Five Star Senior Living Inc., a national healthcare and senior living provider headquartered in Newton, Massachusetts, proudly offers the highest quality service and care with the warmth and hospitality of home. Founded in 2000, Five Star has two major operating division: Five Star Senior Living and AGEILITY Physical Therapy Solutions.

The Five Star Senior Living division includes more than 280 Independent Living, Assisted Living, Alzheimer's/Memory Care, Healthcare Centers with Skilled Nursing & Rehabilitation and Continuing Care Retirement Communities. With communities in over 30 states and more than 25,000 team members, Five Star is committed to maximizing our residents' independence and enhancing their lifestyles.

The Ageility division provides both inpatient and outpatient services to over 150 communities. These services are provided both within Five Star and to customers externally. We offer Physical, Occupational and Speech Therapy Services. Our specialty programs includes our Step up to Stop falls Program, "Connections" our memory care therapy program, and our executive functioning program that focuses on cognitive strategies aimed at keeping our residents independent in areas such as medication management and house hold functions.

EEOC

Five Star prohibits discrimination against any applicant or employee with regard to or on the basis of race, color, religion, national or ethnic origin, age, ancestry, sex, pregnancy (including pregnancy, childbirth, lactation and related medical conditions), gender, gender identity and expression (including transgender), sexual orientation, mental or physical disability, military status, certain criminal records, genetic information (including characteristics and testing), HIV testing, a personal admission to a facility for the care and treatment of a mentally ill person and taking of parental leave or membership in any other category protected by applicable law. In addition to federal requirements, Five Star complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has communities and/or facilities. This policy applies to all terms and conditions of employment, including, but not limited to, recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

In addition, Five Star expressly prohibits any form of workplace harassment based on race, color, religion, national or ethnic origin, age, ancestry, sex, pregnancy (including pregnancy, childbirth, lactation and related medical conditions), gender, gender identity and expression (including transgender), sexual orientation, mental or physical disability, military status, certain criminal records, genetic information (including characteristics and testing), HIV testing, a personal admission to a facility for the care and treatment of a mentally ill person and taking of parental leave or membership in any other category protected by applicable law. We will not tolerate harassment of employees in the workplace, or in other settings in which employees may find themselves in connection with their employment. Improper interference with the ability of Five Star’s employees to perform their job duties may result in discipline up to and including discharge. Additionally, retaliation, including intimidation, threats, or coercion, because an employee or applicant has objected to discrimination harassment or retaliation, engaged or may engage in filing a complaint, assisted in a review, investigation, or hearing or have otherwise sought to obtain their legal rights under any federal, state, or local law is prohibited and will not be tolerated.

JOB LOCATION

400 Centre Street
Newton, MA  02458

Perks & Benefits

  • Health
    Health
  • Dental
    Dental
  • Vision
    Vision
  • Life Insurance
    Life Insurance
  • Voluntary Insurance
    Voluntary Insurance
  • PTO
    PTO
  • Tuition
    Tuition
  • 401K Retirement Savings Plan
    401K Retirement Savings Plan
  • Medical and Dependent Care FSA
    Medical and Dependent Care FSA

Saved Jobs

    HEAR FROM OUR TEAM MEMBERS

    I have only been at Five Star for a short while, but I have not regretted that decision. The staff is friendly, and I fell in love with my residents from the moment I first walked in. Five Star recognizes each of their employees' unique abilities and helps promote growth. Thanks for having me at Five Star.

    It is a great feeling knowing I am surrounded at Five Star by professionals who have the same high ethical standards that I hold myself to. We work together to resolve concerns and to plan for the future of the company, my community and my professional development.

    I have been working for Five Star at the Remington Club for thirteen years. As a nurse, I appreciate their core values and commitment to excellence. Five Star sets itself apart by their standards. I am happy to be a part of such a wonderful organization.

    I have been in the aging services field for 16 years and feel very fortunate to be affiliated with one of the leaders in the Senior Housing industry. The amount support and resources available is unsurpassed. I appreciate the experience, knowledge, and caliber of my superiors and colleagues. I love what I do and am proud to represent 5 Star.

    I have had the pleasure of working for Five Star Senior Living Inc. for the past 13 years, and I have enjoyed the educational experiences and the opportunity for advancement. I started my career as an Executive Director and I have most recently been promoted to Divisional Vice President. I love the fact that we put people first and encourage our team members to grow. There is a unique spirit of advancement from within the company. I am so happy to be a part of this great organization!

    PAMELA SILVERIO, RN, BSN Director of Nursing for Remington Club
    PAMELA SILVERIO
    RN, BSN Director of Nursing for Remington Club
    DONNA M.BELL, Executive Director at Brandon Woods in Lawrence
    DONNA M.BELL
    Executive Director at Brandon Woods in Lawrence
    RAQUEL MATHEWS, Resident Service Director for Remington Club
    RAQUEL MATHEWS
    Resident Service Director for Remington Club
    KRISTEN KEARNAGHAN, Executive Director for Remington Club
    KRISTEN KEARNAGHAN
    Executive Director for Remington Club
    MELINDA SKIRVIN, Divisional Vice President, Eastern Division
    MELINDA SKIRVIN
    Divisional Vice President, Eastern Division
    Five Star Senior Living is an EEO Affirmative Action Employer. Learn more

    EEOC

    Five Star prohibits discrimination against any applicant or employee with regard to or on the basis of race, color, religion, national or ethnic origin, age, ancestry, sex, pregnancy (including pregnancy, childbirth, lactation and related medical conditions), gender, gender identity and expression (including transgender), sexual orientation, mental or physical disability, military status, certain criminal records, genetic information (including characteristics and testing), HIV testing, a personal admission to a facility for the care and treatment of a mentally ill person and taking of parental leave or membership in any other category protected by applicable law. In addition to federal requirements, Five Star complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has communities and/or facilities. This policy applies to all terms and conditions of employment, including, but not limited to, recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

    In addition, Five Star expressly prohibits any form of workplace harassment based on race, color, religion, national or ethnic origin, age, ancestry, sex, pregnancy (including pregnancy, childbirth, lactation and related medical conditions), gender, gender identity and expression (including transgender), sexual orientation, mental or physical disability, military status, certain criminal records, genetic information (including characteristics and testing), HIV testing, a personal admission to a facility for the care and treatment of a mentally ill person and taking of parental leave or membership in any other category protected by applicable law. We will not tolerate harassment of employees in the workplace, or in other settings in which employees may find themselves in connection with their employment. Improper interference with the ability of Five Star’s employees to perform their job duties may result in discipline up to and including discharge. Additionally, retaliation, including intimidation, threats, or coercion, because an employee or applicant has objected to discrimination harassment or retaliation, engaged or may engage in filing a complaint, assisted in a review, investigation, or hearing or have otherwise sought to obtain their legal rights under any federal, state, or local law is prohibited and will not be tolerated.

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