Administrative Assistant                                               

SUMMARY: Provides administrative support to assisted living community with phone and visitor reception, preparing reports, addressing information requests, preparing correspondence, recruiting, on-boarding new employees, arranging conference calls, scheduling meetings, and project-based assignments.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• • Greets and welcomes all visitors and guests upon their entrance into the community and when calling by phone.
  • Delivers professional and courteous communication to families regarding community events, resident supply needs, care plan meetings and other communications as requested.
  • Engages residents in meaningful conversation and activities related to their individual interests.
  • Facilitates and/or participates in resident group activities.
  • Oversees all aspects of general office coordination including copying, faxing, mailing, and filing.
  • Organizes and maintains file system, scans invoices/documents for electronic storage, and files correspondence and other records.
  • Maintains managers’ calendars to coordinate work flow and meetings and coordinates meetings and conferences using Microsoft Outlook.
  • Acts as backup to Executive Director on all confidential HRIS activities.
  • Ability to work with and maintain confidentiality of personnel records.
  • Responsible for posting new job openings, screening of applicants and on-boarding new hires
  • Coordinates HR-related matters with our HR partner and Workers Comp provider
  • Answers phones and transfers to appropriate staff member.
  • Opens, sorts, and distributes incoming correspondence, including mail, faxes and emails..
  • Assists in the development of monthly community newsletters, preparing and posting activity calendars, and written family communications.
  • Submits and tracks work orders and service requests for community needs.
  • Supports community staff in assigned, project-based work.
  • Performs other duties as assigned by manager

QUALIFICATIONS: 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.

• • High school diploma or equivalent and one (1) year experience in general office responsibilities and procedures.
  • Proficiency with Microsoft Office applications.
  • Knowledge of principles and practices of basic office management and organization.
  • Ability to thrive in a fast-paced environment.
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
  • Ability to exercise good judgment and problems solve with minimal assistance.
  • Strong analytical and organizational skills, exceptional time management skills, Attention to detail to ensure accuracy.