Administrative Assistant

Job Description

Job Description

POSITION: Administrative Assistant

DEPARTMENT: Administration

SUPERVISOR: Corporate Office Leadership

The purpose of the Administrative Assistant position is to provide dependable and organized administrative support to the corporate office. The Administrative Assistant is responsible for assisting with daily office operations, maintaining accurate records, supporting accounts payable and basic accounting functions, and helping ensure that administrative tasks are completed accurately and efficiently.

The Administrative Assistant must be able to work in a fast-paced environment, manage multiple priorities, maintain confidentiality, and produce accurate, high-quality work. This is a full-time position.

The following represents the essential functions of the Administrative Assistant's role. This list is intended to be a general description of duties and responsibilities; however, it is subject to change according to the needs of the company as determined by Corporate Office Leadership.

Answer and direct incoming telephone calls in a professional and courteous manner.

Greet and assist visitors, vendors, employees, and other individuals entering or contacting the corporate office.

Receive, sort, and distribute incoming mail, packages, and deliveries.

Prepare outgoing mail, correspondence, packages, and other materials as needed.

Assist with accounts payable functions, including collecting, reviewing, organizing, and processing invoices and supporting documentation.

Assist with basic accounting functions, recordkeeping, data entry, and reconciliation as assigned.

Provide administrative support to corporate staff and leadership.

Maintain accurate and organized electronic and paper filing systems.

Enter, update, and maintain information in company databases, spreadsheets, and other systems.

Assist with preparing reports, correspondence, forms, presentations, and other documents.

Schedule and coordinate meetings, appointments, conference calls, and office activities as needed.

Assist with meeting preparation, including gathering materials, reserving meeting space, and communicating meeting details.

Monitor and maintain office supplies and notify the appropriate individual when supplies need to be ordered.

Maintain confidentiality of employee, resident, financial, operational, and company information.

Communicate professionally with facility staff, corporate employees, vendors, and other business contacts.

Assist with various administrative projects, special assignments, and company initiatives.

Follow company policies, procedures, and established administrative processes.

Maintain a clean, organized, and professional work area.

Work independently while also supporting the needs of the corporate team.

Manage multiple tasks, deadlines, and changing priorities in a fast-paced environment.

Perform other duties as assigned.

These duties are not all-inclusive but provide minimum performance expectations, which will be reviewed during the evaluation process. The supervisor may edit, alter, add to, or exclude duties and responsibilities based on the needs of the company.

Freedom from illegal use of drugs.

Freedom from the use and effects of drugs and alcohol in the workplace.

Ability to maintain confidential and sensitive information.

Ability to communicate professionally and effectively, both verbally and in writing.

Ability to work independently and as part of a team.

Ability to organize work, meet deadlines, and manage multiple priorities.

Strong attention to detail and commitment to accuracy.

Professional telephone etiquette and customer service skills.

A high school diploma or General Education Diploma required.

Previous administrative, clerical, or office experience is preferred.

Experience with accounts payable, invoicing, bookkeeping, or basic accounting functions is preferred.

Experience working in a healthcare, long-term care, or corporate office environment is preferred but not required.

Proficiency with Microsoft Office, including Outlook, Word, and Excel, is required.

Knowledge of Sage Intacct or similar accounting software is preferred.

None required.