Job Description
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