Administrative Assistant to the Executive Dir

About the Role:

The Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of the office by providing comprehensive administrative support the Executive Director. This position is responsible for managing calendars, coordinating meetings, daily office operations, including answering phones, preparing reports, maintaining calendar and filing documents, and handling travel arrangements to optimize Executive Director's time and resources. The role requires meticulous attention to detail in maintaining records and managing multi-line phone systems to facilitate effective communication within and outside the organization.

By performing general clerical duties and managing office supplies, the Administrative Assistant contributes to a well-organized and productive work environment. Ultimately, this position serves as the primary point of contact for residents, families, and staff, providing excellent customer service and ensuring all inquiries are handled in a timely and professional manner.

Minimum Qualifications:

• High school diploma or equivalent required.
• Proven experience as an administrative assistant or in a similar administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Position requires knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software.
• Strong organizational and time management skills with the ability to multitask effectively.
• Excellent verbal and written communication skills.

Preferred Qualifications:

• Experience with calendar management software and travel booking platforms.
• Familiarity with records management systems and office equipment.
• Ability to work independently and as part of a team in a fast-paced environment.
• Prior experience supporting senior executives or management teams.
• Knowledge of basic bookkeeping or expense reporting.

Responsibilities:

• Manage and maintain executive calendars, scheduling appointments and coordinating meetings to ensure optimal time management.
• Arrange domestic and international travel plans, including booking flights, accommodations, and transportation.
• Handle multi-line phone systems, directing calls appropriately and responding to inquiries in a professional manner.
• Perform general clerical duties such as filing, data entry, and managing office supplies to maintain an organized workspace.
• Prepare and distribute meeting agendas, take minutes, and follow up on action items to support effective communication.
• Maintain accurate records and documentation, ensuring confidentiality and compliance with company policies.
• Coordinate internal and external communications, facilitating smooth information flow across departments.

• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Must possess and exhibit a strong positive attitude toward customer service and have a genuine interest in geriatric care and uphold the philosophy of the community.
• Must possess the ability to maintain/strengthen good working relationship with staff, residents, family members and the community; must possess a good sense of efficiency; must be knowledgeable and supportive of the facility’s philosophy and objectives; must be flexible and open to change; may be required to work overtime and/or rotating hours or shifts to provide appropriate coverage for residents; must possess good communication skills and personality conducive to excellent public relations

Knowledge &

Skills:

The required skills such as general administrative tasks, calendar management, and travel arrangements are essential for organizing daily operations and ensuring executives' schedules run smoothly. Proficiency in managing multi-line phone systems and general office duties enables the Administrative Assistant to serve as a reliable point of contact and maintain office efficiency. Maintaining records and arranging meetings require attention to detail and strong organizational abilities to support effective communication and documentation.

Preferred skills like familiarity with specialized software and experience supporting senior staff enhance the ability to anticipate needs and streamline workflows. Together, these skills empower the Administrative Assistant to contribute significantly to the productivity and professionalism of the workplace.