Job Description: 

Introduction
 

At EverTrue, team members at all levels find their calling in our mission of Older Adults Living Life to the Fullest. In this work environment, all team members are part of a community and appreciated by the people they work with – residents and coworkers – every day. 

Summary

Performs and handles a variety of administrative duties in support of the EverTrue “President & CEO”. 
 

Essential Functions

1. Maintains a comprehensive understanding of the President & CEO’s goals, both short-term and long-term, and proactively aligns support and resources accordingly; Serves as a central hub of information, with access to cross-functional updates, initiatives, and key metrics from across the organization; Anticipates the needs and provides strategic context, insights, and recommendations to support executive decision-making

2. Facilitates communication and alignment between the President & CEO and other members of the senior leadership team, ensuring clarity and follow-through on strategic initiatives; Prepares briefing materials, talking points, and executive summaries that reflect a deep understanding of organizational dynamics

3. Manages all aspects of the Board of Directors meeting process, including scheduling, agenda development, materials preparation, and follow-up; Maintains strong relationships with board members, understanding and anticipating their preferences, communication styles, and areas of interest; Ensures timely and confidential distribution of board materials and coordinate logistics for in-person and virtual meetings

4. Manages the President & CEO’s calendar with precision, balancing strategic priorities, internal meetings, external engagements, and personal commitments

5. Coordinates complex travel arrangements and itineraries, ensuring efficiency and alignment with business objectives

6. Handles confidential information with the utmost discretion and professionalism

7. Conducts research and compiling data or other types of information, that is used in reports or presentations by executives, committees, and boards of directors

8. Develops reports, e-mails, memos/letters, and other documents using word processing, e-mail, spreadsheet, or presentation software; Reviews and proof-reads a variety of materials, including reports, letters, and memos for content, and recommends changes

9. Leads the coordination of the administrative functions in the Ministry Support St. Louis office, related to communications and staffing coverage for administrative colleagues.

10. Periodically communicates to others on behalf of the President & CEO, presenting the communication in a manner consistent with the President & CEO’s intent; Uses independent judgment in screening internal and external contacts that include phone calls, mail, and in-person contacts to determine next steps; May direct contacts to assigned to others as deemed appropriate; Interacts with EverTrue Board members and Board committee members

11. Creates an organization system for the filing, storage, and retrieval of paper files in filing draws, and of digital documents in electronic files; Will keep digital and paper filing up to date periodically as directed by the President & CEO

12. Tracks expenses, mileage, and receipts generated by the President & CEO on a monthly basis and enters them into online tools for reporting or reimbursement; Tracks and assists the President & CEO’s subordinates’ expense and mileage reports

13. May occasionally be tasked with special projects, assignments, and duties, which may include duties that become continuing responsibilities (e.g., being the administrative point person for EverTrue’s membership with various trade associations)

14. May assist the President & CEO in the budgeting process by researching information and collecting data from subordinate leaders

15. Demonstrates continuous effort and uses independent judgment to improve operations, decrease turnaround times, streamline work processes, and work cooperatively with staff to provide quality service

Qualifications, Knowledge, Skills & Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.

◦ 3+ years of administrative experience working for an executive or managerial level employee with a strong focus on details, coordinating communications and schedules with and for the manager, and meeting deadlines

◦ Excellent communication skills exhibiting a high level of customer service, professionalism, and confidentiality

◦ Proficient technology skills, including standard business systems (e.g., Microsoft 365), online/smart apps, and an ability to detect and avoid phishing, malware, and fraud efforts

◦ Must be able to work independently, using initiative and self-motivation, and collaboratively with members of a team

◦ Ability to solve problems and streamline processes

◦ Ability to successfully work in and navigate a fast-paced work environment with multiple competing priorities that sometimes conflict

Physical Requirements and Working Conditions

The physical requirements and working conditions described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties and responsibilities.

While performing the duties of this job, the employee is frequently required to sit; stand; walk; use hands to finger, reach with hands and arms, handle, or feel objects, tools, or controls; and talk to hear.  The employee occasionally is required stoop, kneel, crouch, or crawl.  Occasional lift, push/pull of up to 30lbs of paper and other supplies.

Views a computer screen for long periods of time and uses the telephone to accomplish much of the work to be done. The work area is well lighted, ventilated and climate controlled. The noise level in the work environment is usually low to moderate.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable federal, state, and local laws and standards. 

Additional Information:

N/A