Provide high-level executive support to C-suite leaders and manage daily corporate office operations. Responsibilities include calendar management, meeting coordination, travel arrangements, expense reporting, visitor reception, phone and mail handling, office supply and vendor management, internal communications, event planning, and other administrative duties. Maintain confidentiality and support cross-functional teams.
Job Summary & Responsibilities
Wingate Living
Schedule: Full-Time
Monday – Friday
Salary: $90,000-100,000
Benefits: 401K, Health, Dental, Vision insurance
Your Career. Your Calling. Our Commitment to Exceptional Care.
At Wingate Living, we're more than just senior living--we're builders of lifestyles, friendships, and communities you'll be proud to be part of. As a family-owned company with over 30 years of experience throughout Massachusetts and Rhode Island, we offer a unique blend of healthcare and hospitality through a full continuum of premier services.
Position Summary
The Executive Assistant & Office Manager serves as a trusted partner to the President, CEO, COO, and SVP of Development at Wingate Living, providing high-level administrative support while ensuring the smooth day-to-day operation of the corporate home office. This is a highly visible role requiring exceptional organizational skills, professional discretion, strong communication, and the ability to work independently across multiple priorities.
Essential Duties and Responsibilities
Executive & Administrative Support
- Provide dedicated executive support to the President, CEO, COO, and SVP of Development
- Manage and monitor the President and COO’s calendars weekly; proactively identify and resolve scheduling conflicts, including last-minute changes and adjustments
- Prepare and distribute meeting agendas; send prep communications to all stakeholders ahead of key meetings
- Manage the bi-weekly Operations Review, monthly investor and/or partner meeting series end-to-end
- Coordinate logistics for annual company-wide meetings including the Community Business Plan Presentations and Senior Managers' Strategic Planning Meeting
- Arrange all travel for the President —flights, ground transportation, and accommodations; prepare detailed itineraries
- Support the COO with all administrative tasks, including memo drafting and document proofreading
- Support the SVP of Development with tracking system updates and document organization as needed
- Liaise with Mass-ALA on behalf of the President; manage membership portal, training registrations, and annual awards ceremony participation
- Coordinate gift ordering for special occasions and recognition as directed
- Prepare and submit monthly expense reports for the CEO, President and COO
Office Management
- Greet and welcome all office visitors in a professional and friendly manner
- Screen and manage incoming calls and correspondence; respond where appropriate or route to the relevant team member
- Maintain a clean, organized, and fully stocked office environment; perform daily routines
- Manage all office supply ordering through WB Mason and Amazon; maintain inventory levels across the kitchen and supply room
- Manage facilities needs through the Taurus Management portal; maintain vendor relationships with Culligan, Shred-IT, Cintas, Xerox, and Quadient
- Sort and distribute incoming mail; maintain and update the office directory monthly
- Reconcile corporate card charges monthly; process and route invoices to appropriate finance contacts
Communications and Events
- Serve as the primary internal communicator for all home office operational matters
- Draft and distribute email announcements to the correct audience — Home Office List or Wingate ALL
- Manage the annual holiday schedule; coordinate early dismissal plans and send all holiday communications with President approval
- Manage the monthly birthday recognition program via Snappy for home office and community leaders
- Coordinate monthly birthday card production and mailing for all community employees
- Plan and execution of office and company-wide events and celebrations
- Perform other tasks or duties as needed or directed.
Position Requirements
- Bachelor's degree preferred; 5+ years of executive administrative experience required
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Microsoft Teams
- Strong written and verbal communication skills across all levels of the organization
- Highly organized with the ability to manage multiple priorities, changing needs, and competing deadlines
- Proactive and self-directed; comfortable working independently with minimal supervision
- Exercises sound judgment and maintains strict confidentiality at all times
- Willingness to learn platforms including ADP, Yardi, SharePoint, and Snappy
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