ASSISTANT EXECUTIVE DIRECTOR JOB DESCRIPTION

Every senior living community carries a legal census obligation and a human one. When operational oversight falters, occupancy targets slip, state licensing surveys surface deficiencies, and residents and families lose confidence in the care environment. The Assistant Executive Director owns the day-to-day management infrastructure that prevents that outcome; staffing levels, budget adherence, regulatory compliance, and resident satisfaction all fall within this seat's direct line of sight. Seniority here is real: in the Executive Director's absence, this role assumes full authority over the community.

As the Assistant Executive Director, you hold joint accountability with the Executive Director for the financial, operational, and regulatory performance of a licensed senior living or long-term care community. The scope spans department head supervision, annual budget management, state licensing compliance, and census development, with a direct reporting line to the Executive Director and significant board-level and family-facing visibility.

Career Impact: Managing a licensed residential care community at the assistant-director level is one of the few operational roles that confers direct experience with both state survey readiness and NOI accountability, two credentials that carry immediate weight when pursuing an Executive Director position.

Business Impact: Residents, families, and referral partners judge a community's reputation through the consistency of its daily operations, the staffing ratios, complaint resolution turnaround, and physical environment that this role directly controls.

Growth Opportunity: The combination of administrator licensure eligibility, budget ownership, and census management experience developed in this role maps directly onto the Executive Director career track within senior living and the broader post-acute care sector.

• Oversee daily facility operations to ensure full compliance with federal, state, and local assisted living licensing regulations.
• Recruit, hire, and supervise department heads and frontline staff to maintain appropriate resident-to-staff ratios.
• Prepare, monitor, and adjust the annual operating and capital budgets, tracking occupancy and NOI targets on a monthly basis.
• Resolve resident and family complaints through timely, documented follow-up that meets regulatory grievance standards.
• Support census development by coordinating with marketing staff on referral pipelines, admissions, and community outreach.
• Conduct annual performance appraisals for department managers and implement corrective action plans as needed.
• Ensure all required documentation, personnel records, and resident files remain current and compliant with state regulations.
• Act as Executive Director during absences, assuming full authority over community operations and regulatory obligations.

• Bachelor's degree in health care administration, business, hospitality management, or equivalent work experience.
• 3 or more years of progressive management experience in senior living, long-term care, or a related residential care setting.
• Working knowledge of federal and state licensing regulations governing assisted living, RCFE, or skilled nursing facilities.
• Demonstrated experience preparing and monitoring operating budgets, including occupancy forecasting and variance analysis.
• Experience supervising multi-department teams, conducting performance reviews, and managing disciplinary processes.
• Strong written and verbal communication skills, with the ability to address families, referral partners, and regulatory contacts professionally.
• Proficiency in standard office software, including spreadsheet and word processing applications.
• Must be able to pass a criminal background check and applicable health screening requirements.

• Current or eligible assisted living administrator licence in the state of employment.
• Prior responsibility for census development, including direct involvement in referral management and admission coordination.
• Experience with collective bargaining administration or managing staff under a union agreement.
• Knowledge of NOI, REVPAS, and occupancy-based financial metrics specific to the senior living industry.

• Community occupancy rate, measured against budget target every month.
• Resident and family complaint resolution time, tracked from intake to documented close.
• State licensing survey deficiency count per annual or triennial inspection cycle.
• Department head retention rate, reflecting workforce stability under direct supervision.
• Budget variance percentage across operating and capital line items each quarter.
• Typical tools: property and care management platforms (commonly point-of-care and EHR systems); scheduling and HR software (commonly workforce management systems).

• Base Salary Range: $65,000 to $95,000 per year, depending on community size and state
• Bonus: Annual performance bonus tied to occupancy and budget targets, typically 5–12%
• Equity: Not typical at this level in most senior living operators
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by operator
• PTO: 15 to 20 days annually, plus paid holidays
• Common Perks: Administrator licensure sponsorship, continuing education reimbursement, employee assistance programme

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background checks, including criminal history review and applicable health screenings, are a standard condition of employment for all positions in this field. All qualified applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under federal, state, or local law. Reasonable accommodations are available to individuals with disabilities throughout the application and employment process upon request. Candidates must be legally authorized to work in the United States.

The Assistant Executive Director owns a broad portfolio spanning public health compliance, emergency preparedness, and senior administrative operations, coordinating responses across branches and government partners. Working closely with the Executive Director and Assistant Deputy Minister's office, this role builds the infrastructure that keeps branch workflows, budget tracking, and regulatory adherence on track.

Key Responsibilities

• Protect persons in care from abuse in a complaints process and ensure legislation, regulations, and standards are met by government-funded facilities.
• Develop infection prevention and control measures to ensure safe care and practices during treatments and surgeries in health care institutions and hospitals.
• Ensure compliance with fee-for-service compensation guidelines and regulations through annual audits of physicians and government-funded services.
• Develop legislation, regulations, and guidelines covering food safety, safe drinking water, restaurants, childcare centres, schools, shelters, jails, and continuing and long-term care facilities.
• Report on environmental human health hazards to inform Public Health Inspectors and Medical Officers of Health on potential health risks.
• Understand and disseminate the best available science-based evidence on water quality, air quality, human health hazards from contaminants, and human health challenges from extreme climate events.
• Partner in the development of policies, strategies, and initiatives to reduce the gap in health outcomes between Indigenous and non-Indigenous Albertans.
• Plan, prepare, and coordinate provincial response readiness for emergency health situations ranging from wildfires and flooding to disease pandemics and extreme climate events.
• Provide day-to-day senior-level administrative support to the Executive Director and maintain office information and workflow supporting branch operations.
• Liaise with the Assistant Deputy Minister's office in the exchange of information, coordinate responses and activities involving other support staff, and track branch information for future follow-up.
• Review, action, and control requests for information by forwarding to reviewers, managing due dates, coordinating responses, and sending replies to originators.
• Coordinate FOIP request responses in collaboration with branch staff and the Assistant Deputy Minister's office.
• Manage human resource activities for the branch, including gathering background material and assigning action requests to the appropriate team.
• Provide and coordinate administrative support, including managing mailing and distribution lists, maintaining vacation schedules, ordering supplies, coordinating staffing requests, and supporting directors' calendars.
• Track and verify planned and actual expenditures and staffing actions in support of the budget forecast process and coordinate the review and preparation of contract invoices for financial services.

Education & Experience

• High school diploma with a minimum of three years of related experience required.
• Directly related experience or education considered on an equivalency basis.
• Experience with budget preparation, contracts, and grants management.
• Experience working with human resources policies and procedures.
• Experience with 1GX or a comparable human resources system, including advanced 1GX experience as an asset.
• Experience working with ARTS (Action Tracking System) is an asset.
• Experience managing multiple priorities in a fast-paced environment.
• Experience collaborating and coordinating within and between work areas to achieve deliverables.

Embedded within a mission-driven leadership team, the Assistant Executive Director manages complex international calendars, board coordination, and executive correspondence to keep senior operations running without interruption. Working closely with board members, partner organisations, and staff across multiple time zones, this role ensures the Executive Director is briefed, equipped, and supported for every commitment.

Core Functions

• Manage the Executive Director's calendar and perform complex scheduling in collaboration with board members, partner organisations, foundations, staff, and consultants.
• Track tasks requested by or to be completed by the Executive Director and ensure timely follow-up.
• Ensure the Executive Director is fully briefed and prepared for meetings, events, and trips by providing or obtaining background information.
• Coordinate with staff on compiling and preparing materials for meetings and presentations, and arrange travel, meeting space, agendas, and written materials as needed.
• Work closely with the Board to coordinate and prioritise external and internal meeting requests, answer questions, provide materials, resolve issues, and make connections.
• Schedule board meetings, prepare board dockets, assist with agenda development, prepare all required documentation, and record meeting minutes for all board meetings.
• Coordinate travel logistics and meeting space for in-person board meetings.
• Manage an active inbox in collaboration with the Executive Director, synthesise content, draft or respond to correspondence as appropriate, and ensure timely follow-up.
• Review communications and documents for accuracy, completeness, format, and grammar, and complete monthly expense reports and other administrative responsibilities as needed.
• Prioritise conflicting needs and handle matters expeditiously, proactively, and discreetly, following through on projects to successful completion, often under deadline.
• Support the planning and logistics for other staff and awardee meetings as needed.

Qualifications & Experience

• 5+ years of relevant experience, with 2+ years in a senior administrative or executive assistant role.
• Experience in international environmental or philanthropic organisations a plus.
• Experience maintaining complex international calendars and coordinating meetings and events for senior leaders, including international travel arrangements.
• Experience working with boards and managing external relationships.
• Impeccable writing, administrative, and organisational skills, including drafting correspondence, managing email, scheduling, and record-keeping for a range of audiences.
• Written and verbal fluency in English required; proficiency in a second language a plus.
• High degree of proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Google Suite, and the ability to navigate other workplace software such as Slack, Asana, and CRMs.
• Self-motivation, initiative, resourcefulness, dependability, and the ability to work effectively and efficiently with minimal supervision.
• Ability to work under pressure, prioritise, collaborate, and remain flexible, with cross-cultural sensitivity and a commitment to equity, inclusion, and diversity.

Reporting to facility leadership, the Assistant Executive Director shapes the accuracy of patient-paid accounts and the integrity of administrative office operations, from daily receipt posting and petty cash reconciliation to policy development and personnel management. Partnering with departmental managers and administrative personnel, this role delivers the financial controls and staffing systems that support consistent, compliant resident care.

Primary Duties

• Assume responsibility for the accuracy of patient-paid accounts, receive payments on resident accounts, and issue receipts.
• Post receipts to journals daily, balance daily receipts, complete required forms, and make necessary bank deposits.
• Receive, sort, and post charges to resident account ledgers according to predetermined classifications, and maintain and reconcile the petty cash account.
• Assist in planning, developing, organising, implementing, evaluating, and directing administrative office policies and procedures, including developing and maintaining written job descriptions and performance evaluations for administrative office personnel in accordance with applicable laws.
• Interpret facility policies and procedures for personnel, residents, family members, and visitors as directed.
• Ensure that all office personnel follow established policies and procedures.
• Assist in determining office staffing, evaluate employee performance, and make recommendations concerning wage and salary adjustments, hiring, terminations, and transfers.
• Recruit, select, and train competent administrative personnel as necessary.
• Review complaints and grievances and make necessary oral and written reports to management.

Skills & Qualifications

• Associate's degree in accounting, finance, business, public administration, or a related field preferred.
• Experience in a public retirement system preferred.
• Experience with PTG and MUNIS preferred.
• Strong mathematical and analytical background.
• Experience with Microsoft Office, specifically Word and Excel.
• Excellent verbal and written communication skills.
• Strong organisational and critical-thinking skills.

Sitting at the intersection of operational governance and strategic planning, the Assistant Executive Director leads day-to-day oversight of a residential home, ensuring legislative compliance, contractual adherence, and consistent policy application across all departments. Operating across budgeting, business continuity, and stakeholder engagement, this role produces the analytical reports and process improvements that keep the organisation on track against its strategic plan.

Duties

• Oversee day-to-day operations of the home, ensuring all legislative requirements and contractual obligations with government grants are met, and that policies and procedures are consistently applied across all departments.
• Provide leadership in needs assessment and operational planning, priority setting, and evaluation in the context of the strategic plan, fostering a collaborative approach with internal and community stakeholders.
• Develop a business continuity plan and succession management for the relevant departments.
• Develop and formulate operational policies and procedures, ensuring timely analysis and compliance with government legislation and policies.
• Analyse trends, potential improvements, areas of risk, financing, and key business issues, and provide recommendations for improvement.
• Prepare quarterly management reports with written narratives to support analysis and findings.

Requirements

• Degree from a recognised university.
• 10 or more years of non-profit management experience in an operational environment.
• Strong interpersonal and communication skills with people at all levels.
• Strong organisational skills and attention to detail.
• Advanced skills in the full Microsoft Office suite, including Visio.

A key member of the organisation's leadership team, the Assistant Executive Director leads fundraising strategy and events while supporting budget planning and the implementation of the strategic plan across programmes and staffing. Collaborating across staff, programme directors, orphanages, volunteers, and the Board, this role builds the financial and operational foundations that advance the organisation's mission.

Functions

• Work with the President and Executive Director to drive organisational development, including analysis and implementation of priorities, partnerships, and infrastructure needs.
• Oversee monthly and quarterly assessments and forecasts of the organisation's financial performance against budget, financial, and operational goals.
• Oversee short- and long-term financial and managerial reporting.
• Provide effective leadership by building strong relationships with all levels of the organisation, including staff, orphanages, partners, volunteers, and the Board, while continually reinforcing the mission.
• Assist in the implementation of the strategic plan and provide strategy and assistance around budgeting for programmes, staffing, and system needs.
• Lead the planning and implementation of the organisation's fundraising strategy and events.
• Work with the President, Executive Director, and Programme Directors to strengthen programme policies and procedures.

Experience & Qualifications

• Bachelor's degree in business or a related field.
• Minimum of five years of experience in a similar position in a non-profit.
• Experience managing fundraising events.
• Strong management and decision-making skills with project management, organisational, teamwork, and interpersonal abilities.
• Excellent written and verbal communication skills.
• Computer proficiency in Microsoft Office tools, Google applications, email applications, and database systems.
• Self-motivated, results-driven, detail-oriented, and adaptable.

Safe, compliant facility operations depend on the Assistant Executive Director, who delivers administrative, accounting, and risk management functions while maintaining a secure environment for staff, residents, and guests. Based within a healthcare setting and reporting to facility leadership, this role enables the organisation to meet staffing, financial, and safety standards through coordinated day-to-day management.

Accountabilities

• Perform administrative duties, including recruiting, background checks, payroll, maintenance of personnel files, employee orientation, benefits administration, and facilitating general employee issues and inquiries.
• Coordinate all risk management activities.
• Perform, administer, and oversee all accounting functions.
• Maintain a safe and secure environment for all staff, residents, and guests, following established safety standards.
• Encourage teamwork through cooperative interactions with co-workers and other departments.

Position Requirements

• College coursework or other education in business administration and/or management preferred.
• Minimum of one year of experience supervising and managing employees preferred.
• Minimum of two years of experience in accounting, human resources, and payroll, preferably in the healthcare industry, preferred.
• Proficiency in MS Office programmes, including Word, Excel, Publisher, and PowerPoint.
• Ability to effectively train staff.
• Flexibility in work schedule, including holidays, evenings, weekends, and additional shifts as necessary to ensure adequate departmental coverage.

As the Assistant Executive Director, this role supports compliance and governance operations across all eight Ivy League institutions, preparing educational materials, processing waivers and violations, and coordinating the annual legislative update cycle. The Ivy League's compliance infrastructure relies on this work to maintain accurate databases, informed coaching staffs, and up-to-date policies governing athletics recruiting, admissions, and financial aid.

Activities

• Prepare educational materials for institutional compliance staff, coaches, student-athletes, and other constituents.
• Assist with processing Ivy League and NCAA waivers and violations, and assist with compliance reviews at Ivy League institutions.
• Update and maintain the compliance website and compliance databases.
• Assist with managing the Ivy League legislative process, including producing reports, updating and researching databases, and drafting legislation.
• Coordinate the annual process of updating the Ivy League Manual and present compliance and governance information at Ivy League coach group meetings.
• Assist in compiling and presenting Ivy League coach group recommendations and requests to league committees, and assist with tracking and reviewing NCAA legislation.
• Work with the Deputy Executive Director to manage Ivy League admissions and financial aid regulations, including collecting data, preparing summaries, and writing reports.
• Assist with ongoing communications and educational materials regarding Ivy League policies on athletics recruiting, admissions, and financial aid.
• Assist with preparing meeting and conference call materials for Ivy League Deans of Admission and their staff.

Knowledge Skills & Abilities

• Bachelor's degree required.
• Minimum of three to five years of experience working with NCAA rules.
• Experience as a primary supervisor and/or administrator of sports and events preferred.
• Proficiency with technology, with excellent organisational, interpersonal, writing, and communication skills.
• Ability to work in a fast-paced and dynamic environment, including select nights and weekends.
• Ability to work both independently and in a team setting to meet established goals and deadlines.

Assistant Executive Director collaborates with the Executive Director to deliver high-standard residential services within approved budgets, overseeing departmental manager performance, collective agreement administration, and occupancy-driven sales and marketing. The work directly supports the organisation's mission to provide consistent value and care to retirement residence residents in line with its vision and guiding principles.

Operational Focus

• Collaborate with the Executive Director to select, orient, and monitor the performance of departmental and programme managers, and conduct annual performance appraisals.
• Participate in the development of the annual operating and capital budgets and ensure ongoing conformance to approved budgets.
• Establish residence goals and objectives in conjunction with the Executive Director and ensure these are met within available budgetary and fiscal resources and appropriate timeframes.
• Administer collective agreements on a day-to-day basis and represent the organisation in the grievance and collective bargaining process.
• Share joint responsibility for all sales and marketing functions of the residence to optimise occupancy, conduct community and hospital outreach, and develop and maintain strong community relationships.
• Participate in care conferences as required and meet with residents' families to resolve issues.
• Work in a position of trust with vulnerable adults, upholding and promoting the organisation's values and philosophy relating to ethics, morality, and integrity.

Professional Experience

• Certificate or degree in business, sales, hospitality management, health, and/or social services.
• Minimum of one year of relevant management experience, preferably in a retirement residence, hotel, or other hospitality industry setting.
• Sales and marketing experience preferred to drive superior performance and results.
• Thorough understanding of effective HR practices and policies.
• Property management and maintenance experience is an asset.
• Solid understanding of business planning processes and key business metrics, including demonstrated financial knowledge of NOI, operating margins, occupancy, and REVPAS.
• Strong written and oral communication skills with the ability to effectively supervise department managers.
• Computer proficiency in Microsoft Office applications.

The Assistant Executive Director produces organisation-wide compliance and programme quality outcomes by overseeing intellectual and developmental disabilities services, community mental health divisions, and the agency's strategic planning and investigations processes. Reporting to the Executive Director and serving as an integral part of the Executive Management Team, this role advances equitable, inclusive services for persons with disabilities across all funded programmes.

Key Deliverables

• Represent the values and mission of the organisation, always advocating for the equality, dignity, and respect of individuals with disabilities.
• Assist the Executive Director with the overall administration of the agency and act as Executive Director over daily operations in the Executive Director's absence.
• Maintain awareness of all programme funding sources and requirements, ensuring that agency systems accommodate funding requirements and maximise available revenue sources.
• Meet requirements of applicable licensing, funding, accreditation, and state and federal regulatory agencies to ensure compliance with all standards.
• Oversee the process for quality assurance, performance measurement and management, and agency strategic planning in relation to programme services.
• Provide oversight of the agency investigations process for allegations of abuse or neglect of persons served and the systems for ensuring the protection of individual rights.
• Assist with fiscal projections for the annual budget and manage programme services operations within the established budget by closely monitoring projections and making programme adjustments as needed.

Background & Experience

• Bachelor's degree in human services required.
• Master's degree preferred.
• Minimum of eight years of experience in the field of developmental disabilities and/or community mental health.
• Minimum of five years of experience in staff supervision of multiple middle managers and line staff, and administration of numerous programmes.
• Experience in the administration of programmes funded by the Department of Human Services in the areas of developmental disabilities, mental health, and rehabilitation services.
• Working knowledge of state-operated and community services, federal and state regulations, programmes for individuals with disabilities, and issues in the field of services to individuals with disabilities.
• Working knowledge of basic accounting.
• Must have a valid driver's licence with a good driving record.
• Proficiency in Microsoft Office Suite programmes.

Reporting to the Executive Director, the Assistant Executive Director refines facility-wide policy, clinical supervision, and operational systems across an alcohol and drug addiction programme, ensuring staff credentialing, documentation standards, and accreditation requirements are consistently met. Working closely with medical, clinical, and administrative personnel, this role advances safe, compliant client care and supports Performance Improvement outcomes aligned with the agency's primary mission.

Areas of Ownership

• Lead the development, implementation, and enforcement of all policies and procedures, including client and employee rights, in accordance with agency, state, federal, and accreditation standards.
• Plan and administer the managerial, operational, fiscal, and reporting components of the organisation.
• Participate in the Performance Improvement Plan for client care, staff retention, and staff performance.
• Ensure all staff are assigned duties based on education, experience, competency, and job description, and that all staff are oriented within 15 days of hire.
• Establish and maintain community relationships, including memoranda of agreement with community resources.
• Supervise all staff, including medical, clinical, and administrative personnel, and maintain a system for review and verification of staff credentials before hire and as needed.
• Ensure that policies for documentation in the client record are adhered to and completed promptly.
• Ensure the safety and wellbeing of staff and clients through the development and implementation of policies and procedures addressing health and safety accreditation standards.

Minimum Qualifications

• Bachelor's degree from an accredited institution as a minimum.
• Master's degree from an accredited educational institution in an appropriate behavioural science, mental health discipline, or recognised helping profession required.
• Certified Clinical Supervisor credential.
• Licensure and/or certification with the state and/or CADC as a drug and alcohol counsellor.
• Three or more years of experience in the field of alcohol and drug addiction, including group and individual counselling, treatment planning, and case management.
• Three or more years of experience in supervision and/or management of clinical services of an alcohol and drug addiction programme and support staff.
• Knowledge of budget preparation and resource management.

Reporting to the Executive Director, the Assistant Executive Director oversees quality programming and budget management for older adults, including those with mild to severe dementia, stepping in to lead full operations during the Executive Director's absence. Partnering with marketing staff and community stakeholders, this role ensures that programme evaluation, regulatory compliance, and resident assessments are carried out to a consistently high standard.

Role Responsibilities

• Maintain a consistent level of quality services and innovative programming for older adults, including those with physical frailty and mild, moderate, or severe dementia.
• Provide general supervision and continuous attention to programme evaluation, development, and implementation of strategies and services.
• Collaborate with marketing staff and perform community outreach programmes as needed.
• Conduct community visits to interview and evaluate potential residents and conduct community tours when necessary.
• Develop and monitor the programme's operating budgets and ensure ongoing regulatory and reporting compliance for all programmes.
• Assume the responsibilities of the Executive Director in the Executive Director's absence.

Required Qualifications

• Four-year degree in a related field.
• Minimum of five years of supervisory and administrative experience, inclusive of budgeting, programme development, and assessment implementation.
• Minimum of two years of experience working with older adults.
• Skilled nursing experience strongly preferred.
• Knowledge of dementia and programmes relating to caring for those with dementia, with sensitivity and knowledge of working with older adults and the ageing process.
• Excellent written and verbal communication skills and excellent interpersonal and customer service skills.
• Ability to identify needs, develop, and manage programmes and systems simultaneously.

Sitting at the intersection of operational performance and resident experience, the Assistant Executive Director develops associate talent, drives financial and process outcomes, and manages departmental initiatives across a senior living community in coordination with the Executive Director. Operating across business planning, sales support, and software adoption, this role strengthens the community's capacity to meet occupancy targets and deliver high-quality care.

Job Functions

• Drive resident satisfaction, associate engagement, financial performance, and process management in coordination with the Executive Director.
• Supervise community departments and initiatives as assigned, and lead community projects, committees, and continuous improvement efforts.
• Hire, train, manage, and retain highly effective associates, identifying and developing talent for future succession opportunities.
• Support community business planning, forecasting, and operations management based on occupancy and financial targets.
• Manage and improve resident and family satisfaction and loyalty.
• Drive adoption of software systems, resources, and tools, and identify, benchmark, and leverage best practices in the industry.
• Support the community sales process and perform other related duties as required.

Qualifications & Experience

• Bachelor's degree required.
• Master's degree a plus.
• Minimum of three to five years of management experience in health care, senior living, or a related field.
• Proven track record leading results-driven teams with an emphasis on financial and operational performance, and customer and associate engagement.
• Experience working with seniors highly desirable.
• Must have or be willing to obtain an administrator's licence for senior living.