Administrative Assistant

Administrative AssistantAre you looking for a career where you can make a real difference? A career where you can positively impact the lives of others every day? If so, we want YOU to join our mission to make the world a better place.At Vitality Living, we're more than just a workplace—we're a vibrant community dedicated to creating meaningful experiences for our residents, families, and team members. We believe everyone should have the freedom to be themselves, and at Vitality, your individuality isn't just welcomed—it's celebrated. Bring your authentic self and your unique talents to Vitality Living!We are currently seeking a full-time Administrative Assistant to join our team at our Support Office located in Brentwood, TN! This is an in-office position; work hours are Monday - Friday, 8:00 AM- 5:00 PM.The Administrative Assistant provides support to all Vitality team members with exceptional teamwork, organizational skills, respect for confidentiality, and flexibility while successfully managing multiple projects and deadlines. As the face of Vitality, the Administrative Assistant delivers a professional, efficient, clean, and courteous work environment at all times.Responsibilities:Answer incoming calls, route appropriately, and track messages as neededOversee the day-to-day operations of the front officeWork closely with the leasing company on managing work orders and maintenance for the support officeWelcome and greet visitors in a friendly, professional manner, ensure guest comfort, and communicate guest arrivals timely to hostsManage the security of the front door by admitting guests or employees upon arrivalManage travel arrangements in the travel platform of record for company or guest travelers as requestedManage calendars for some of the Executive TeamManage calendar activity for the company vehicles, meeting rooms, etc., and proactively resolve any conflicts in a timely and efficient manner that supports all partiesManage the Company's Season ticketsAssist with the planning and execution of company events.Regularly maintain and update the Vitality Corporate and Community contact listsManage and monitor the View email address on click.appcast.io inbox, route inquiries to the appropriate department or leader, and track follow-up as needed.Maintain meeting room supplies and cleanliness to ensure readiness at all times as well as set up refreshments or other materials as requestedOrder or reorder business cards as requestedCoordinate arrangements for company meetings with respect to hotel reservations, lunch orders, dinner reservations, event planning, etc. as needed.Prepare and manage expense reporting and credit card activity for Executive Team, including submitting expenses, tracking receipts, coding expenses, etc.Oversee incoming mail and packages and ensure timely delivery to the correct recipientCoordinate shipping of materials, correspondence, or other items to external recipients as requested and record appropriate expense allocation for each shipmentMaintain adequate on-hand inventory of office, kitchen, and break room suppliesMonitor office equipment and coordinate service or repair as neededReceive and document resident and family-member concerns, route them to the appropriate leaders, and follow up regularly to support timely resolution.Ensure continuity of business operations by communicating regular updates to internal stakeholders and direct supervisorPerform other duties as assignedSkills and Qualifications:High school diploma or GED2 – 3 years as an administrative assistantExcellent organizational skills and multi-tasking abilitiesExceptional customer service skills in personal, verbal and written communicationsStrong attention to detail, basic bookkeeping and organizational skills requiredProficient at Microsoft Word, Excel, Outlook and PowerPoint.Ability to work independently with limited supervision.Aptitude to use sound judgement when resolving issues on behalf of leadersProjects a positive and professional image at all timesSome of our benefits include:Medical, Dental, and Vision InsuranceGenerous PTO Plan401kQuarterly company profit-sharing bonusIf you're ready to make an impact, lead with purpose, and be part of a team that truly makes a difference, we'd love to hear from you!Vitality Living is an equal opportunity employer where you can Be You, Be Vibrant, and Belong.Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.