Administrative Assistant

We Are Inspired to Serve. Join us! This key sales position provides assistance to the sales director and the sales team by performing designated sales and marketing support tasks for residential living, as applicable at the community. The role is collaborative between all sales teams at community. Additionally, this position provides office management, clerical, and receptionist tasks for the sales department. The sales assistant is often the first contact a prospective resident has with the organization and community and therefore sets the tone of competence, caring and hospitality. This position reports directly to the community sales director and is clerical and supportive in nature. The sales assistant position respectfully interacts with all residents, family members, visitors and co-workers, and maintains a positive customer service relationship practicing honesty and integrity in all aspects of job performance. You will help coordinate daily operations, manage customer data, and create promotional content to drive business growth. Greets all individuals who contact or visit the sales office and provides appropriate information and/or refer to Sales Director. Responds to requests for information by sending designated letters and brochures, enters inquiry data into the approved CRM sales software and redirect to sales director and pending requests. Answers incoming calls, direct as appropriate, correctly record message and/or contact data and provide requested information if needed. Responds to inquiries coming from the organization’s website and proxy email, by mailing requested information and/or redirecting to Sales Director. Assists or conducts tours of residential living as directed. Coordinates marketing special events including, but not limited to, preparing and sending invitations, verifying attendance, preparing and distributing special events form, scheduling units for tour, and final preparations for the event. Prepares orientation packets, move-in info, phone directory, and name plate for new residents in residential living. Schedules resident host/hostess. Prepares and takes welcome gifts and area information to the apartment home and place appropriately. Provides administrative support to sales director, but not limited to, preparation of correspondences, key reports, and memos, tracking of apartment extras, preparing apartment finishes forms, supports the occupancy cycle and admission/move-in process information for residential living. Prepare and organize applicants file and makes sure all forms are in place including reservation agreements and applicable residency forms. Create and edit content for social media, blogs and websites. Maintains a presentable, professional, and well-organized office that is conducive to comfortably welcoming prospective residents and their families, current residents and their families, vendors, and other visitors at any time. Maintains and organizes department storage areas in an orderly manner, keeping an inventory of supplies and ordering as needed such as office supply inventory, ensuring all collateral promotional pieces are stocked and ordered as necessary. EDUCATION AND WORK EXPERIENCE Required Degree: High school education Preferred Degree: College or business education Experience: Minimum of two-year related office experience providing clerical or administrative support. Successful experiences in a highly visible office with public interaction; experience in sales and/or marketing or healthcare related position preferred. KNOWLEDGE, SKILLS, AND ABILITY Knowledge of senior care, senior living lifestyle preferred but not necessary. Ability to remain calm in an emergency. Complete confidentiality when circulating general information. Proficient in Microsoft Office Suite. Experience with CRM software a plus! Must be able to deal tactfully with staff, residents, family members, visitors and public and have an interest in and desire to work with older adults. Must have the ability to deal with the public in a pleasant and professional manner. Must be tactful and possess excellent communication skills (written and verbal, English), and be able to communicate effectively with administration, staff, residents and others with whom this position has contact. Good organizational skills and ability to plan and carry out responsibilities with limited supervision and direction are essential. Must be dependable, flexible, motivated and the willingness to take initiative. PHYSICAL REQUIREMENTS Most of the time is spent not spent in an office setting; mobility is necessary to move about the market area. This position requires occasional handling of lightweight materials and the physical ability to use the telephone, computer terminal, printer, and other related office equipment. The ability to staff a display in a public setting is necessary. Corporate Compensation Pay Range $19.13 - $25.43 per hour Reasonable Pay Estimate A reasonable estimate of the pay range for this position is $19.13 - $25.43 per hour. There are numerous factors taken into consideration in determining the actual offered rate of pay, including but not limited to: job-related qualifications, experience, skills, education, geographic location, and consideration of internal and external equity. For full time employees, we offer a generous benefits package that includes: Medical, dental and vision insurance Employer paid group term life and disability Paid Time Off (PTO) & six paid holidays 403(b) with a 3% employer match Fitness center use at most facilities. Life, AD&D Tuition assistance and scholarships Employee assistance program Legal services, home/auto insurance, discount purchasing program Pet Insurance For more information about Covenant Living and CovenantCare at Home, please visit or Covenant Living and CovenantCare Home Health and Hospice are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, or any other characteristics protected by local laws, regulations, or ordinances. Covenant Living & CovenantCare at Home are faith-based Continuing Care Retirement Community (CCRC) & Home Health organization. From the establishment of our first community – Covenant Home of Chicago in 1886 – to becoming the fifth-largest not-for-profit CCRC sponsor in the LeadingAge Ziegler Top 150, our goal has been to provide outstanding care and services to senior adults. We believe we are inspired to serve. We create joy and peace of mind for residents and their families by providing a better way of life. These are the standards of behavior we hold ourselves to in serving our residents. Safety I learn & follow safety policies & procedures. I immediately report unsafe conditions for staff, residents, & guests and fix when possible. I protect residents, co-workers, & myself from unsafe conditions and practices by reporting unsafe conditions and fixing it or having it fixed. Courtesy I smile & acknowledge everyone that I encounter. I carry myself in a manner that projects positivity, approachability, & respectfulness. I address the concerns of others by actively listening & seeking solutions. Responsiveness I take initiative to respond to the needs of others in a timely manner to achieve resolution. I anticipate the needs of others and respond in a timely manner. I communicate to others who need to join me in responding to the needs of others. I return phone calls within 24 hours. I identify action steps and communicate them to all vested parties. Image I ensure our environment is professional, welcoming, & clean. I follow CL policies, procedures, & all regulations. We believe in making a difference in other’s lives. We have approximately 3,200 employees serving more than 5,000 residents in our nationwide family of continuing care retirement communities and home health. Construction and development continues on several of our 14 campuses, ensuring ever more exciting opportunities for employees to serve residents. #J-18808-Ljbffr