Administrative Assistant (24 hours per week)

Founded in 2018, Vitae is a growing multi-specialty provider group dedicated to delivering high-quality care to residents in skilled nursing and long-term care communities.


Our clinicians provide integrated services across internal medicine, psychiatry, psychotherapy, and podiatry working closely with facility leadership and a collaborative, multidisciplinary team to address complex medical and behavioral health needs.


Today, Vitae supports more than 300 facilities across the Midwest and East Coast, offering providers the opportunity to practice in a team-based environment while making a meaningful impact on an often-underserved population.


At Vitae, you'll find a strong clinical network, experienced leadership, and the opportunity to do work that directly improves patient outcomes.

We are seeking a dependable and organized Part-Time (20 hours/week) Office Admin to support daily office operations. This role is the first point of contact for visitors and callers and plays a key role in office management, mail handling, and administrative projects. The ideal candidate is professional, detail-oriented, and comfortable multitasking in a fast-paced office environment.

Key Responsibilities:

Position Summary

We are seeking a highly organized and proactive Part-Time (24 hours/week) Administrative Assistant to support the day-to-day operations of our office. This is a Monday - Friday position that is on site during standard business hours. This role combines administrative support, office coordination, and operational responsibilities to help maintain an efficient, organized, and professional workplace. The ideal candidate is resourceful, detail-oriented, and able to manage multiple priorities while providing exceptional support to the team.

The right person takes initiative, works efficiently, and enjoys solving problems. They are comfortable learning new systems, assisting with technology-related tasks, and supporting administrative and operational projects across the organization. We are looking for someone who doesn't simply identify problems-they help find solutions.

We value individuals who anticipate needs, take ownership of their responsibilities, and are committed to creating a well- organized efficient and positive workplace environment.


Key Responsibilities

Reception & Front Desk

• Greet visitors and maintain a welcoming, professional office environment.
• Answer and route incoming phone calls and emails.
• Manage conference room scheduling and assist with meeting coordination.

Office Management

• Manage day-to-day office operations, ensuring a professional, welcoming, and well-functioning work environment.
• Oversee supply ordering and inventory management, maintaining appropriate stock levels and managing vendor relationships.
• Serve as the primary point of contact for building management, IT vendors, and facilities to coordinate maintenance, repairs, and technology needs.
• Manage mail, shipping, receiving, and courier services, ensuring timely distribution and accurate tracking of deliveries.
• Coordinate on-site and off-site meetings for departments and leadership.
• Keep shared spaces organized, stocked, and functional.
• Assist with coordinating office lunches, meetings, and special events, including setup and cleanup.
• Plan and execute internal events, including team gatherings and holiday parties, from concept through execution.
• Track event budgets and manage vendor contracts and payments.

Administrative Support & Projects

• Support administrative, operational, and special projects that improve office processes, and the overall workplace experience.
• Provide administrative support to leadership and team members across daily business operations.
• Prepare and maintain reports, spreadsheets, databases, filing systems, and other business documents.
• Maintain office records, contact lists, and internal tracking systems.
• Assist with internal communications, office coordination, and cross-functional team collaboration.
• Perform other administrative duties and special assignments as needed.

Office Technology Support

• Assist employees with basic office technology and equipment needs.
• Troubleshoot common workstation, printer, or Microsoft Teams issues, coordinate with IT support when necessary.
• Learn and adapt to new software and systems quickly and serve as a resource for the team.

Requirements

Required:

• High school diploma or equivalent; additional education is a plus.
• 2+ years of administrative, office support, or office support experience preferred.
• Exceptional organizational and time management skills with strong attention to detail.
• Demonstrated ability to manage multiple priorities and work effectively under pressure.
• Strong written and verbal communication skills; professional and polished demeanor.
• High level of discretion and sound judgment when handling confidential information.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); comfort with technology and willingness to learn new software and systems.
• Experience with event planning or coordination is a plus.
• A proactive, solutions-oriented attitude with a genuine commitment to supporting the team.

What We're Looking For

The ideal candidate is someone who:

• Has exceptional attention to detail and accuracy.
• Is highly organized and able to prioritize multiple responsibilities.
• Takes initiative and works independently with minimal supervision.
• Is resourceful and enjoys solving problems.
• Communicates professionally with employees, executives, vendors, and guests.
• Learns new technology and systems quickly.
• Takes ownership of their work and follows through to completion.
• Maintains a positive attitude and strong customer-service mindset.
• Thrives in a collaborative, fast-paced environment and continuously looks for ways to improve processes and support the team.

Key Competencies

• Professionalism and integrity.
• Strong organizational and time-management skills.
• Effective written and verbal communication.
• Critical thinking and problem-solving.
• Adaptability and flexibility.
• Initiative and accountability.
• Collaboration and teamwork.
• Reliability and punctuality.
• Ability to work independently while supporting the needs of the team.

Benefits

Equal Opportunity Statement


Vitae Health is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, or any other protected status.