Executive Assistant

  • St. Louis Park, MN
  • Full-time

Company Description

Sholom, one of the leading senior housing and healthcare service organizations in the Twin Cities, provides a continuum of high quality services in a warm and caring environment. Sholom’s broad spectrum of services and care for older adults include long-term, assisted living, rehab, adult day, hospice and home care.  We are a talented team of top-notch professionals who thrive on providing exceptional care for our residents and clients. 

Job Description

The Executive Assistant provides professional, confidential administrative support to the President, Board of Directors and Committees and to the Administrators.


1) Working closely with Board President, coordinate administrative support for Sholom Board of Directors and Committees.

  1. Keep Board of Directors roster up to date with current names and addresses.
  2. Keep meeting calendars on Sholom web site up to date. Post minutes of most recent meeting.
  3. Set up Board meetings and distribute announcements to members. Attach minutes.
  4. Attend meetings, distribute minutes and meeting materials. Keep attendance.
  5. Set up Committee meetings and additional meetings for President as needed.
  6. Prepare PowerPoint presentations for Board meetings as directed.

2) Provide administrative support to Administrators as needed.

  1. Create and modify documents such as memos and letters using word processing and other software.
  2. Set up meetings by distributing messages to attendees and scheduling rooms.
  3. Create and send out internal surveys.
  4. Create, print and update office forms as needed.
  5. Set up and coordinate meetings.
  6. Coordinate travel arrangements for conferences.
  7. Process invoices for Administrator approval and submit approved invoices to Business Office for payment.
  8. Submit accurate Board member lists to Administrators to facilitate license renewals in an accurate and timely manner.

3) Prepare and generate corporate documents as requested.

  1. File and retrieve organizational documents, records and reports.
  2. Pull by-laws and corporate records for legal application processes as requested.
  3. Update online membership lists with new staff information as needed.

4) Perform general office administrative support to Sholom.

  1. Provide general administrative and secretarial backup to Sholom as needed.
  2. Assist in special events, such as the Annual Meeting.
  • Create the list of attendees to be invited.
  • Record attendees for Board Secretary and ensure there is a quorum for voting.
  • Assist with logistics for the meeting, such as catering, room arrangement, etc.

5) Monitor and order office supplies for the Corporate Department.

  1. Collect and maintain inventory of office equipment and supplies.
  2. Research, price and purchase office furniture, equipment and supplies.
  3. Arrange for the repair and maintenance of office equipment.


Education, Experience and Credentials

  • High school graduate plus some college coursework required.
  • Seven or more years of office administrative experience required.
  • Two or more years of executive administrative experience preferred.


Knowledge, Skills and Abilities

  • Strong general office and organizational skills, filing, setting up and maintaining systems to support the organization. 
  • Able to gather data, compile information and prepare reports.
  • Knowledge of business English, correspondence formats, spelling and grammar sufficient to proofread materials and to ensure the accuracy and completeness of written communications.
  • Detail-oriented, organized and applies effective time management skills in order to meet all deadlines.  Able to successfully prioritize and manage multiple tasks and numerous projects in a fast-paced environment.
  • Strong computer skills, including Microsoft Word, Excel, and Outlook, PowerPoint and Internet.
  • Able to display high levels of customer service, responding promptly and thoroughly to the inquiries and needs of individuals both internal and external to the organization in accordance with our PROUD standards.
  • Excellent interpersonal skills to interact effectively with a variety of people and personalities inside and outside the organization.  Able to effectively handle interactions at all levels and to respond appropriately in sensitive situations.
  • Able to plan, prioritize, coordinate, and manage own work.  Able to work unsupervised, make decisions and solve routine problems independently, effectively and creatively.
  • Self-motivated, fast learner, shows initiative, willing to seek out staff needs and meet them. 
  • Work with a proactive, ownership approach to work and operates with a sense of urgency.
  • Understand and maintain confidential nature of organization and client information, including and in accordance to HIPAA regulations.
  • Work as an effective and proactive team-player; understand the importance of supporting the organization, residents, customers and other Sholom employees.
  • Follow Sholom safety guidelines in all duties and responsibilities.

Additional Information

If you are interested in working for an organization committed to providing high quality care and services to elderly adults, come join the Sholom team!

Sholom offers competitive pay and a full benefits package for full-time (30+ hours/week) employees including Medical, Dental, Life and Disability Insurance, Retirement Plan, holiday pay, and paid time off. 


To be considered for employment, please submit applications online at www.sholom.com\employment.


Sholom Community Alliance

St. Louis Park, MN and St. Paul, MN 

Care. Compassion. Community.