Administrative Assistant

Position: Administrative Assistant (58058)
For more than 150 years, Simpson has met the changing needs and desires of Philadelphia area seniors from diverse backgrounds. A not-for-profit family of services, Simpson House, Simpson Meadows, Jenner's Pond, Simpson Gardens I & II, and Simpson Midtown, as well as Simpson Home Care. Our loyal and long-term staff is full of caring professionals who truly love what they do.

Simpson provides residents with a lifestyle that includes on-campus conveniences, services, and amenities such as casual and fine dining venues, beauty salons, fitness centers, security, healthcare, activity programs, and much more. Our employees are inspired by a culture of Loving-Kindness, we are fully committed to appreciating the array of backgrounds and talents demonstrated by our associates.

Simpson is looking for an Administrative Assistant to join our dynamic and seasoned team. If you are looking for a challenging opportunity to showcase your unique skills in the Personal Care industry, get in touch with us to discuss how you can join our team. Look at the details below for the position.

Job Summary:

Provide administrative support to the Executive Director and the Human Resource Manager;
Arrange appointments as necessary; manage calendar for Executive Director; attend meetings and take meeting minutes;
Answer incoming calls and direct to appropriate persons/departments; upkeep of personnel files; manage the Paycom On-boarding process for all applicants;
Process background checks and additional pre-hire mandatory testing;
Set up new hires in Relias for mandatory in-services/testing;
Set up new hires in Accushield system;
Assist the Director of Resident Services as needed. Process department invoices for payment;
Additional duties as assigned.

Responsibilities•

• Providing full support to our Executive Director: managing community details while maintaining full discretion and confidentiality
• Manager calendar schedule for Executive Director, including making appointments, setting up ZOOM links and reserving meeting rooms as needed.
• Schedule internal and external appointments and meetings. Planning and coordinating onsite and offsite events for the leadership team and assisting with events management.
• Keep the Executive Director up to date on all relevant matters
• Serve as a liaison on behalf of the Executive Director to the Community Leadership Team, and Staff, and external parties on matters related to the Executive Director's Initiatives.
• Manage multiple software programs with high proficiency. Such programs include but are not limited to Microsoft 365, Paycom ATS and Onboarding, ZOOM Phone system and any new software introduce to Simpson.
• Prepare agendas and documents for all meetings, complete pre-and post-meeting follow-up.
• Draft, edit, and proofread documents including notes, emails, and letters.
• Maintain filing systems, both digital and paper formats
• Respond to and appropriately direct calls/emails to Executive Director or other staff.
• Serves as the liaison and provide administrative support to the HR Manager with Recruiting and Onboarding of new hires for the community.
• Maintain confidentiality when interacting with HR Manager on hiring processes and onboarding
• Completes expense reports for the departmental Invoices and submit them to Finance for processing

Education or Degree Required: Minimum High School Diploma or equivalent. Advanced Business School or Associates Degree in Business or related field preferred.

Related Experience:

• 3 years' experience, providing administrative support
• Ability to embrace and adapt to new technologies.
• Excellent interpersonal, written, and verbal communication skills
• Proficient with Microsoft Suite of products
• Must be able to build relationships with stakeholders including staff, residents, guest of the community.
• Must be extremely detail-oriented, organized, and can multi-task, prioritize and manage high-pressure situations and competing issues.
• Must be able to independently manage projects in an effective and efficient manner.
• Must be a self-starter and work with a high level of initiative and flexibility. Ability to remain professional under high-pressure situations.
• Ability to retain and protect…