Administrative Assistant to Executive Leadership

VMP•West Allis, WI

1d•Onsite

About The Position

VMP is seeking a highly organized, professional, and service-oriented Administrative Assistant to support our Executive Leadership Team and Foundation. This is an important role within our senior living community and is ideal for someone who enjoys being at the center of an organization, building relationships, keeping things organized, and helping leaders and teams succeed. The Administrative Assistant provides high-level administrative support to the President & CEO, Foundation President, and Executive Leadership Team while also serving as an important point of contact for residents, families, employees, board members, vendors, and community partners. The successful candidate will be dependable, detail-oriented, professional, and comfortable managing multiple priorities and confidential information in a dynamic senior living and healthcare environment.

Requirements

High school diploma or equivalent.
Strong organizational skills and exceptional attention to detail.
Excellent written and verbal communication skills.
Ability to manage multiple priorities, projects, and deadlines.
Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
Strong interpersonal and customer service skills.
Ability to exercise sound judgment and maintain strict confidentiality.
Professional demeanor and ability to interact effectively with individuals at all levels of an organization.
Ability to learn and effectively use electronic recordkeeping, scheduling, and organizational systems.

Nice To Haves

3–5 years of administrative, executive assistant, healthcare, or senior living experience.
Previous experience supporting senior-level executives or organizational leadership.
Experience working with boards, committees, or nonprofit organizations.
Experience with confidential records, regulatory documentation, or financial administration.

Responsibilities

Provide administrative support to the President & CEO, Foundation President, and Executive Leadership Team.
Manage calendars, schedule meetings, coordinate appointments, and assist with meeting logistics.
Prepare agendas, meeting materials, presentations, correspondence, reports, spreadsheets, and other documents.
Attend meetings of the VMP Board of Directors and Foundation Board of Directors as a recording assistant.
Accurately prepare and maintain meeting minutes, agendas, and supporting materials.
Coordinate annual facility license renewals and credentialing requirements, including applicable Wisconsin nursing home and assisted living licenses, charitable organization requirements, CLIA, and raffle licensing.
Coordinate the community's Manager on Duty program to ensure leadership coverage and support for residents, employees, and families on weekends.
Serve as a welcoming and professional point of contact for residents, families, employees, vendors, visitors, and community partners.
Work with the Operational Leadership Team to maintain current and archived facility policies and procedures.
Maintain policies on the organization's intranet and assist with updates and distribution.
Assist with purchase orders, invoices, expense reports, check requests, and other administrative financial processes.
Provide administrative support to the VMP Foundation and its Board of Directors.
Manage administrative functions related to The Apartment Store, including working with volunteers to support store operations and sales.
Assist with fundraising activities, including Foundation Funday events, donor appeals, and grant applications.
Promote a positive, professional, and service-oriented experience.
Treat residents, families, employees, and visitors with compassion, patience, and respect.
Assist leadership in responding to resident and family needs in a timely and appropriate manner.
Maintain a welcoming, organized, and professional administrative office environment.