Position Summary

The Executive Assistant at Spring Haven Senior Living plays a critical administrative and human resources support role, directly assisting the Executive Director while supporting department leaders and ensuring high levels of professionalism, organization, and compassionate service throughout the community. This position requires strong human resources knowledge, exceptional customer service skills, and a proactive, service-oriented mindset. The Executive Assistant serves as a trusted partner, resource, and ambassador for Spring Haven Senior Living.

Essential Duties and Responsibilities

Human Resources & Compliance Support

• Assist with payroll auditing, including reviewing missed punches, incorrect hours, schedule allocations, and resolving discrepancies prior to payroll submission.
• Support department heads in adhering to the employee handbook, including:
  
  • Monitoring attendance, tardiness, and absenteeism trends
  • Assisting with and being present for all employee write-ups
  • Ensuring proper documentation and compliance with company policy
• Participate in hiring and termination processes, including:
  
  • Posting job openings
  • Scheduling interviews
  • Preparing onboarding and separation paperwork
• Coordinate and participate in new hire orientation, ensuring all required documentation, training materials, and policies are reviewed and completed.
• Maintain organized and confidential employee files in compliance with HR regulations.

Executive & Administrative Support

• Provide direct administrative support to the Executive Director, including assisting with projects, reports, scheduling, and special initiatives as assigned.
• Maintain strong organization of calendars, files, correspondence, and operational documents.
• Serve as a liaison between the Executive Director, department heads, employees, residents, families, vendors, and corporate partners as needed.

Customer Service & Communication

• Deliver exceptional customer service in every interaction—both in person and over the phone.
• Demonstrate a willingness to answer incoming calls and assist residents, families, staff, or outside partners with questions or concerns.
• Communicate professionally, clearly, and compassionately while upholding Spring Haven Senior Living’s standards and values.

Technology & Office Operations

• Utilize office and HR software systems efficiently (payroll systems, timekeeping, Microsoft Office, email platforms, etc.).
• Assist with data tracking, reporting, and document preparation.
• Support general office operations to ensure a welcoming, efficient, and organized environment.