Administrative Assistant

Job Title: Administrative Assistant

Department: Administrative

Reports To: Executive Director

Job Status: Full-time, Non-Exempt

Job Summary:

The Administrative Assistant is responsible for coordinating and managing the administrative and financial operations of the assisted living community. This role supports residents, families, staff, and leadership by ensuring efficient office operations, accurate financial processes, regulatory compliance, and exceptional customer service consistent with the organization's mission and values.

Key Responsibilities:

• Manage front office operations including phones, mail, correspondence, filing systems, and office supply inventory.
• Maintain employee records in accordance with company policies and regulatory requirements, ensuring confidentiality and accuracy.
• Assist leadership with scheduling, meeting coordination, report preparation, and special projects.
• Support on-boarding processes for new employees, including paperwork completion and system entry.
• Maintain community calendars, notices, and internal communication postings.
• Provide support to residents and families regarding billing questions, service agreements, and administrative processes.
• Assist with move-in and move-out procedures, including preparation of agreements, collection of required documentation, and coordination with other departments.
• Other duties as assigned.

• Assist with payroll preparation by tracking timekeeping, PTO records, and required documentation.
• Support budget tracking and expense monitoring.

Requirements:

• High school diploma or equivalent required
• Minimum of 2 years of administrative, business office, or accounting experience required.
• Experience in senior living, healthcare, or assisted living preferred.
• Must pass required criminal background check in order to serve vulnerable adults
• Must be screened TB and other state-required health care conditions
• Be able to read, write, and comprehend English
• Periodic on call, weekends, and holidays

Physical Demands and Work Environment:

• Indoors, climate-controlled assisted living facility with a focus on personalized care
• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 25 pounds occasionally.
• Ability to operate standard office equipment.
• Possible exposure to unpleasant odors.
• Possible exposure to chemicals as indicated in the MSDS manual.
• Continuous exposure to clients and/or family members who may be under stress.