Press ENTER to skip to the Job Description Press ENTER to skip to start the apply process

Executive Assistant

in Newton, MA

Apply Now

Job Description Job Attributes+

  • Job ID

    1085825

  • Req ID

    110261BR

  • 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

This is a HYBRID opportunity working in our Newton, MA corporate office three days a week.

Summary:

The Executive Assistant provides services essential to the mission of the organization and the day-to-day-operations. The Executive Assistant also supports the activities of the Executive’s offices in maintaining good relations with internal and external partners, colleagues and other organizational contacts made in the normal course of conducting operations. The Executive Assistant provides high level, professional administrative and function support in a variety of areas including handling and responding to all inquiries related to that office, managing executive schedules, client meetings, drafting and typing general correspondence, and project management. This individual acts independently with limited supervision to maintain smooth functioning of the Executives’ office and department.

Responsibilities:

  • Identifies the preferred method of support for Executives and appropriately accommodates the working style. Partners with Executive to help them be more efficient and effective with their time increasing productivity, consistently maintaining strong communication.
  • Manages the day-to-day administrative affairs of the Executives’ office. Heavy calendar management. Provides the Executives with background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conferences, interviews.
  • Maintains an efficient flow of information between all levels of the Executives’ internal and external contacts on a wide spectrum of the organization's plans.
  • Processes all incoming correspondence, prioritizing and determining its disposition and responding appropriately when and as needed. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply. Drafts responses for the Executives’ signatures based on knowledge of his/her activities, interests, priorities, issues.
  • Maintain knowledge of Executives’ goals and priorities to execute and drive work appropriately and ensure business goals are met.
  • Reviews, proofreads, and formats all correspondence prepared for the Executives’ signatures to ensure accuracy and completeness, etc. as well as consistency with organizational policy. Follows up with staff to ensure deadlines are met. Reviews other prepared documents requiring the Executives’ signatures, such as purchase orders, leave requests, expense reports, contracts.
  • Coordinates all travel arrangements; prepares the itinerary, confirms lodging and transportation, and processes travel.
  • Manage engagement with division leaders to strengthen connection and alignment across the enterprise.
  • Develop a deep understanding of the company’s business and maintain knowledge of company organization and overall policies, clients and operations.
  • Act as a project manager for special projects that may be complex, involve breadth of organizational impact and highest confidentiality.
  • Drive preparation for all staff and leader meetings, presentations, and internal/external engagements focused on clear business positive outcomes.
  • Create and prepare PowerPoint presentations as needed.
  • Other duties as needed or required.

Requirements:

  • Associates Degree preferred.
  • 5+ years’ experience of executive support for senior leadership and above.
  • Ability to exercise independent judgment within generally defined practices and policies in selecting methods and techniques for obtaining solicitations to meet above responsibilities.
  • Ability to exercise high degree of confidentiality.
  • Bias for action and high sense of urgency.
  • Strong anticipation of needs and proactivity.
  • Professional demeanor that represents the Executive’s office and the organization.
  • Excellent communication skills, both written and ora.l
  • Ability to interact and communicate with individuals at all levels of the organization.
  • Ability to work calmly under pressure.
  • Superior organizational, project management, and time management skills.
  • Excellent written and oral communication skills, and problem solving and issue management abilities.
  • Ability to work independently, and as part of a team as a leader and as a member.
  • Proficient with general computer software including Microsoft suite of products.
  • Ability to make good judgment conclusions based on data available with minimal supervision.
  • Strong analytical skills to gather data from multiple sources and report findings.
  • Ability to juggle multiple projects, priorities and re-prioritize as necessary to align with current business objectives while meeting tight deadlines.
  • Excellent internal and external customer service aptitude.
  • High level of motivation, self-starter, ability to quickly identify what needs to be accomplished.
  • Attends additional training as requested/deemed necessary.

Physical Demands:

  • Ability to work in a traditional professional office setting/remote environment.
  • Work schedule may vary and is determined by project schedules.
  • Ability to efficiently operate all job-related office equipment (computer, telephone, etc.).
  • Incumbent must be able to communicate effectively.
  • Requires overall light physical effort (up to 25lbs).
  • Manual dexterity and sitting is required in carrying out position own position responsibilities (ie: use of personal computer).
  • Ability to travel or move about within and outside serviced facilities required.

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


Five Star Senior Living and Ageility are operating divisions of AlerisLife, a provider of an evolving portfolio of residential and lifestyle services to older adults who want to live life to the fullest. We are approximately 10,000 team members serving in 29 states as well as our corporate AlerisLife headquarters located outside of Boston. Together, we’re assembling a suite of best-in-class products and services to inspire joyful living in a growing range of settings.


About Five Star

The Five Star Senior Living division includes independent living, assisted living and Alzheimer's/memory care communities across the United States. When you join Five Star, you become part of a family where you’ll be supported in your efforts, offered guidance in your career and celebrated for your unique talents. We’re a team of dedicated professionals who make it possible for older adults to live their healthiest, happiest and most fulfilling lives. We hope you can join us and be part of an amazing team!


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.


Vaccine Requirements
Please note that AlerisLife and its subsidiaries require COVID-19 vaccination and/or proof of COVID-19 vaccination for all employees as a condition of employment, subject to medical, religious or other accommodations or exemptions required by law. We believe this requirement is vital to keeping everyone at AlerisLife and in our communities safe. Any applicant requiring an accommodation in connection with the hiring process and/or to perform the essential functions of the position for which the applicant has applied should make a request to the recruiter or hiring manager.

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.

    Have you been displaced from your job due to the impact of Covid-19? X Close

    We are hiring caregivers, cooks, dishwashers, housekeepers, servers, dietary aides, resident assistants, CNAs, LPNs, RNs, PTs, OTs, SLPs, PRNs and more. Click here to find opportunities in your local area. We offer competitive pay and flexible schedules.