Administrative Assistant

We are looking for an Administrative Assistant who has a broad range of skills and knowledge, allowing them to handle various functions of support to the Executive Resident Director, and acts as a liaison between other departments, residents, and the management company.

The Administrative Assistant will work on-site at our Vicinia Independent Living building.

• Provide support to administrators as needed (resident directors, department heads, etc.)
• Give guidance to resident directors and escalated issues to Managing Member when necessary
• Implement, maintain, and improve recruiting, orientation, onboarding, training, and talent management processes
• Aid in employee support items (Michigan Works, time clocks, Payroll systems, etc.), and associated projects to achieve strategic business goals and operational objectives
• Assist in creating and modifying documents
• Assist in licensing requirements to the State of Michigan (Food License, Class C & Sunday Sales Permit, Chauffeur’s licenses, etc.)
• Responsible for POS management, oversight, and continued improvements (including petty cash management)
• Oversee, purchase, track, and review monthly inventory
• Facilitate operations & resident council meetings, create agendas, record minutes, and perform follow-ups with managing member and on-site personnel
• Act as a liaison between director and activity department to order supplies, complete sign-up sheets, and provide instructions
• Discuss and create monthly newsletters and activity calendars & flyers
• Responsible for updating the Barker communication system
• Complete culinary request forms and entertainer check requests
• Liaison between IT companies and organization personnel
• Resolve & diagnose conflict/problem areas within the organization
• Identify continuous improvement opportunities
• Handle clerical tasks such as filing, data entry, and maintaining office records

• Preferred knowledge/experience with Canva
• Preferred knowledge/experience with Paycor
• Preferred knowledge/experience with Microsoft Suite (Excel, Word, PowerPoint, Outlook)
• Preferred knowledge/experience with Toast (POS)
• Strong leadership skills
• Extremely organized and focused
• Excellent communication skills, both oral and written
• Propensity for multi-tasking
• Self-motivated
• Flexible, adaptable
• Negotiating, influencing, and accountability