The Administrative Assistant provides administrative support to a variety of leaders in their community. This includes supporting and acting as a liaison between the centralized human resources and billing system at the Community Support Center located in Tampa, FL. The Administrative Assistant will perform duties such as scheduling interviews for pre-qualified candidates with the appropriate leader, as well as maintaining confidential information including associate files.

At the discretion of the Executive Director, the Administrative Assistant may supervise the Concierge Team including leading the reception area and serving the needs of visitors and Associates by offering information and assistance in a friendly, efficient, and courteous manner.

1. Coordinate interviews, manage associate files/paperwork, and provide any other administrative support necessary to the HR team at the CSC.
2. Maintain personnel and confidential files for all Associates in accordance with all regulations, including, but not limited to background checks, drug screenings, and state required updates. Also maintains all in service records in compliance with state regulations. (With support from the Corporate HR Manager.)
3. Lead and facilitate a positive culture in the Community, aligned with the Company culture.
4. Greets all visitors to the Community, provides refreshments, direct to the appropriate place in a warm, professional manner, as well as answering all incoming calls, routing them to the appropriate parties.
5. Provides administrative support to the Community leadership.
6. May supervise the Concierge Team at the discretion of the Executive Director.
7. Answers general questions regarding the Community to potential residents or inquiring parties
8. Provides informational brochures and packets as requested and ensures proper referrals are made to the sales team
9. Tours the Community to prospective residents and/or their families if the sales team or another Director needs assistance
10. Maintains and updates basic contact information and emergency contact information for residents, maintains Community resident rosters and other Community information as requested. May also assist in updating birthday lists and completes card mailing.
11. Receives, sorts, and delivers, all mail, packages, and newspapers for residents and the Community.
12. Checks in visitors, vendors and 3rd party providers, and maintains check in logs.
13. Assists with transportation requests from residents.
14. Monitors resident tracking systems, camera systems and call alerts; promptly notifies appropriate personnel matters requiring attention.
15. Participates in resident events and other functions hosted by the Community.
16. Other duties as assigned

Supervisory Skills

1 year of administrative supervisory experience.

Travel Requirements

Local travel may be required 10% of the time. Infrequent overnight travel may be required

Work Environment

Works in a well-lighted area that is ventilated and as physically, physiologically and psychologically innocuous as possible under the conditions which exist at any particular time. On occasion, there may be exposure to outdoor spaces, which will, by their nature, have variances in air quality, temperature, walking surfaces, lighting, and other physical aspects. Because the essential functions may require exposure to bodily functions and infectious waste, diseases, odors and other situations Associated with health care, including but not limited to exposure to AIDS, HIV and Hepatitis B viruses involving Risk Classification Categories 2 and 3**, environmental and safety conditions will fluctuate. To be qualified for the position of Executive Director, an applicant/employee will need to possess the ability to work in an environment conducive to caring for residents without posing a substantial safety or health threat to oneself or others.

Physical Demands

The physical demands described here are representative of those that must be met by an Associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the Associate is regularly required to sit and stand; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms. The Associate is consistently required to talk and listen. The Associate may occasionally lift and/or move up to 30 pounds.

Certifications, Licenses, Education and Experience and other Special Requirements

It is required that the Administrative Assistant have one-year related experience and/or training or equivalent combination of education and experience. Strong administrative skill, the ability to maintain confidentiality at all times. The successful candidate will have analytical, problem solving, and interpersonal skills. Exceptional communication competencies, both written and verbal, along with strong presentation and public speaking skills are required. Must possess a valid state drivers license free from significant violations/points.