Job Description

We are hiring an Administrative Assistant to support our Legal Department and other departments at Kisco Senior Living. This role performs a broad range of administrative duties and provides comprehensive support to the Risk Services team, as well as general home office administrative support. Works in a team environment and may work on team projects and/or with other departments. A major focus for this role will be to support the Risk Services team and managing the day-to-day operations of the legal department. May work on assignments and projects that are moderately complex in nature where judgment and analysis are required in resolving problems and making recommendations. Performs various other tasks, both independently and collaboratively, to ensure optimum efficiency for Kisco Senior Living Home Office.

This position works onsite Monday-Friday out of our Carlsbad California office.

What will I do every day?

• Manage programing for Home Office Key Cards assigned to HO associates
• Provides support for managing documents (editing, PPT, etc.) as needed
• Assists in support for general operations of the Home Office
• Assists in managing the KSL Home Office Holiday party and other special events
• Manages Home Office P‐Card expense approvals
• Manage national hotel rate contracts
• Renew subscriptions for HO service teams
• Renew HO service contracts, such as USA Imaging, FedEx, etc.
• Manages service tickets submitted to the Landlord and/or property management, including coordination and follow up with scheduling service work
• Serves as a backup for Home Office front desk/reception duties when needed
• Provide administrative support to the in-house counsel and other members of the legal team, including preparing and editing legal documents, maintaining legal records and files, and coordinating meetings and events.
• Maintain and manage legal calendar and associated deadlines.
• Assist with updating and maintaining officer resolutions, as well as other corporate governance documents.
• Assist with responding to subpoenas to produce documents.
• Assist with collection of due diligence items for loans/refinances as needed.
• Supports closing development transactions including document preparation and closing mechanics.
• Work with attorneys to create various legal documents including contracts, memoranda, power point presentations and proofread documents when requested.
• Process and maintain vendor/contractor certificates of insurance.
• Assist with uploading documents and maintaining new software program for managing vendor COIs.
• Assist with review, selection and implementation of alternate contract management system.
• Assists with various administrative matters, including the composition and preparation of confidential correspondence and reports.
• Develops and prepares spreadsheets, pdfs, flowcharts, graphs, PowerPoint, Visio presentations and other documents required for presentation of data.
• Develops, updates, maintains and organizes files both electronic and hard copies
• Processes department copying, faxing, shipping, ordering supplies, etc.
• Generates and maintains various reports and manuals.
• Coordinates meetings, appointments and catering.
• Maintains membership information and correspondence with industry associations.
• Performs other duties and tasks as assigned or required.

What will I need to be successful in this role?

• Associate or bachelor’s degree.
• Certified Notary Public preferred
• Minimum of 3-5 years' experience in an administrative role, preferably in a law firm or legal department setting.
• Excellent verbal and written communication skills.
• Familiarity with various legal documents and procedures, with excellent written and oral communication skills.
• Experience with real estate transactions is a plus.
• Experience with litigation preferred.
• Proficient in Microsoft Office Suite and comfortable learning new software.
• Strong organizational skills, ability to multitask and prioritize work.
• Strong analytic and problem-solving skills, with the ability to adapt in a fast-paced and changing environment.

What’s in it for me? (Great Question!)

• Competitive pay: $26.00/Hr.-$34.00/Hr. Depending on experience
• Continuous Training and Opportunities
• Rewards and Recognitions
• Outstanding Healthcare benefits

What do we do?

We create a great place to live for our residents and a great place to work for our associates. Kisco Senior Living has been a dynamic, award-winning leader in the senior living industry for the past 30 years.

 All offers of employment are subject to satisfying our pre-employment process which includes: successfully passing a drug screen, TB Test and Background Check

*Kisco Senior Living is an Equal Opportunity Employer