Job Description
Job Description
Moorings Park is looking for an Executive Assistant. The Executive Assistant to the President/CEO provides strategic and administrative support to the Chief Executive Officer of Moorings Park Institute, Inc., its subsidiaries, affiliates, and governance committees. This position plays a vital role in ensuring the efficient operation of the executive office and its alignment with broader organizational goals. Designed for a results-driven professional with strong organizational, communication, and problem-solving skills, this role offers significant exposure to C-level leadership, board operations, healthcare administration, and resident relations. The Executive Assistant acts as a central point of contact for internal stakeholders, external partners, and residents, while supporting high-priority initiatives and confidential matters with professionalism and discretion. This position offers a unique opportunity for recent graduates seeking career growth in healthcare leadership, nonprofit governance, or operational strategy within the continuing care retirement community (CCRC) industry.
Contributions:
President/CEO’s Office
- Serve as the primary point of contact for the CEO’s office, ensuring all visitors and inquiries are greeted with professionalism and courtesy.
- Partner with the Executive Management Team to support cross-functional initiatives and executive-level operations.
- Oversee the CEO’s calendar, including scheduling of meetings, appointments, travel arrangements, and related logistics.
- Draft, edit, and produce high-quality correspondence, reports, and presentations for both internal stakeholders and external partners.
- Manage and prioritize incoming communications, responding directly or coordinating follow-up actions on behalf of the CEO.
- Assist with the development and delivery of presentation materials for board meetings, executive briefings, and resident forums.
- Maintain accurate, organized, and confidential files and records, ensuring compliance with HIPAA and internal privacy standards.
- Track and reconcile departmental expenses, office supply needs, and capital-related expenditures for the executive office.
- Coordinate administrative logistics and documentation for Strategic Tactical Committees and other interdisciplinary groups.
- Assist in the preparation and distribution of internal reporting, including organizational Scorecards and performance metrics.
- Manage scheduling platforms, room reservations, and collaboration tools to support meetings and executive functions.
- Provide cross-coverage and collaborative support to administrative colleagues to ensure organizational continuity and consistency.
- Lead regular knowledge-sharing initiatives among administrative professionals to strengthen communication and skills alignment.
- Plan, lead, and execute special projects on behalf of the CEO, exercising sound judgment and independent problem-solving.
- Remain current on trends and best practices in executive support, healthcare administration, and operational compliance.
- Identify and implement process improvements, technology enhancements, and communication strategies that streamline executive operations.
Board of Directors
- Support board operations by preparing agendas, materials, and notifications for board and committee meetings.
- Maintain annual board calendars, session planning documents, and recurring reporting schedules.
- Assist with governance record-keeping, policy updates, and regulatory documentation.
- Prepare official meeting minutes and maintain permanent records for all board and committee activities.
- Manage the board portal, maintain board member rosters, and oversee updates to internal and external web content.
- Coordinate logistics for board travel, conference registration, and onboarding of new members including fingerprinting and compliance with AHCA, DFS, and OIR requirements.
Residents
- Serve as a resource for residents and family members seeking executive support or direction to the appropriate departments.
- Provide administrative support to the Residents Council Finance Committee, including scheduling, technology setup, and documentation.
- Support communication and data-sharing related to experience management programs (e.g., Qualtrics, Walker) in collaboration with the COO.
- Provide notary public services to residents and staff as needed.
Job Requirements:
- Excellent oral and written communication skills in the English language required
- During emergencies or natural disasters may be required to be on duty for the duration of the disaster.
- A college graduate (Bachelor’s degree preferred), ideally in Health Administration, Business, Communications, or a related field, or equivalent experience.
- A confident communicator, eager to learn from senior leaders and contribute meaningfully to organizational goals.
- Highly organized, detail-oriented, and proactive — with a mindset for continuous improvement and ownership.
- Technologically savvy, with experience in Microsoft Office Suite; experience with CRMs or board governance software is a plus.
- Passionate about healthcare, aging services, and making a difference in the lives of others.
Moorings Park ® Communities, a renowned Life Plan organization includes three unique campuses located in Naples, Florida. We offer Simply the Best® workplaces through a culture of compassionate care for both our residents and our partners.
Simply the Best Benefits for our partners include:
- FREE health and dental insurance
- FREE Telemedicine for medical and behavioral health
- Vision insurance, company paid life insurance and short-term disability.
- Generous PTO program
- HSA with employer contribution
- Retirement plan with employer match
- Tuition reimbursement program
- Wellness program with free access to on-site gym
- Corporate discounts
- Employee assistance program
- Caring executive leadership