Administrative Assistant

Administrative Assistant

Reports To: Executive Director

Position Summary

Provides high-level administrative, clerical, and customer service support to the Executive Director in a senior living apartment community. Serves as a key point of contact for residents, families, vendors, and community partners; supports daily operations through scheduling, communications, document management, and coordination of office processes while maintaining confidentiality, professionalism, and a resident-first approach.

Key Responsibilities

• Provide direct administrative support to the Executive Director, including calendar management, meeting coordination, agenda preparation, and follow-up on action items.
• Serve as an initial point of contact by phone, email, and in person; greet and assist residents, families, visitors, and vendors with professionalism and discretion.
• Draft, proofread, and format correspondence, notices, memos, reports, and presentations; maintain consistent messaging aligned with community standards.
• Coordinate community communications (e.g., newsletters, postings, resident notices) and support resident meetings and events through scheduling, room set-up coordination, sign-in sheets, and materials preparation.
• Maintain organized electronic and paper filing systems, including confidential records; ensure timely retention and secure storage practices.
• Support purchasing and office administration processes such as supply ordering, invoice tracking, vendor communications, and documentation for approvals.
• Assist with basic data entry, report preparation, and maintaining spreadsheets or databases (e.g., resident contact lists, vendor lists, logs).
• Coordinate incoming/outgoing mail, deliveries, and document distribution; maintain a neat, welcoming front office environment.
• Support onboarding logistics for new staff (as assigned), including paperwork packets, scheduling, and basic orientation coordination.
• Assist with compliance-related administrative tasks as assigned (e.g., training documentation, policy acknowledgements, audit-ready files).
• Collaborate with property management, maintenance, and resident services teams to route requests and communicate updates appropriately.
• Maintain positive working relationships and contribute to a culture of service, safety, and respect within a senior living environment.
• Perform other duties as assigned to support community operations.

Qualifications

• High school diploma or equivalent required; additional coursework or associate degree in business administration or related field preferred.
• 2 years of administrative assistant, office coordinator, or similar experience; experience in senior living, housing, healthcare, or hospitality strongly preferred.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfortable learning new systems.
• Demonstrated ability to handle sensitive/confidential information with discretion.
• Strong written and verbal communication skills, including professional phone etiquette.
• Excellent organization, attention to detail, and time-management skills; ability to prioritize in a fast-paced environment.
• Customer service mindset with the ability to interact respectfully with older adults, families, and diverse stakeholders.

Core Competencies

• Professionalism & discretion: Maintains confidentiality and models respectful, service-oriented behavior.
• Communication: Communicates clearly and tactfully with residents, families, and staff; adapts communication style to the audience.
• Organization: Plans ahead, tracks details, and consistently meets deadlines.
• Problem solving: Identifies issues, proposes solutions, and follows through.
• Collaboration: Works effectively across departments and supports team goals.
• Technology: Uses office systems efficiently; creates professional documents and reports.

Pay: $20.00 - $24.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance

Work Location: In person

Salary : $20 - $24