Administrative Assistant

Vitality Living•Brentwood, TN

2d•Onsite

About The Position

Are you looking for a career where you can make a real difference? A career where you can positively impact the lives of others every day? If so, we want YOU to join our mission to make the world a better place. At Vitality Living, we’re more than just a workplace—we’re a vibrant community dedicated to creating meaningful experiences for our residents, families, and team members. We believe everyone should have the freedom to be themselves, and at Vitality, your individuality isn’t just welcomed - it’s celebrated. Bring your authentic self and your unique talents to Vitality Living! We are currently seeking a full-time Administrative Assistant to join our team at our Support Office located in Brentwood, TN! This is an in-office position; work hours are Monday - Friday, 8:00 AM- 5:00 PM. The Administrative Assistant provides support to all Vitality team members with exceptional teamwork, organizational skills, respect for confidentiality, and flexibility while successfully managing multiple projects and deadlines. As the face of Vitality, the Administrative Assistant delivers a professional, efficient, clean, and courteous work environment at all times.

Requirements

High school diploma or GED
2 – 3 years as an administrative assistant
Excellent organizational skills and multi-tasking abilities
Exceptional customer service skills in personal, verbal and written communications
Strong attention to detail, basic bookkeeping and organizational skills required
Proficient at Microsoft Word, Excel, Outlook and PowerPoint.
Ability to work independently with limited supervision.
Aptitude to use sound judgement when resolving issues on behalf of leaders
Projects a positive and professional image at all times

Responsibilities

Answer incoming calls, route appropriately, and track messages as needed
Oversee the day-to-day operations of the front office
Work closely with the leasing company on managing work orders and maintenance for the support office
Welcome and greet visitors in a friendly, professional manner, ensure guest comfort, and communicate guest arrivals timely to hosts
Manage the security of the front door by admitting guests or employees upon arrival
Manage travel arrangements in the travel platform of record for company or guest travelers as requested
Manage calendars for some of the Executive Team
Manage calendar activity for the company vehicles, meeting rooms, etc., and proactively resolve any conflicts in a timely and efficient manner that supports all parties
Manage the Company's Season tickets
Assist with the planning and execution of company events.
Regularly maintain and update the Vitality Corporate and Community contact lists
Manage and monitor the [email protected] inbox, route inquiries to the appropriate department or leader, and track follow-up as needed.
Maintain meeting room supplies and cleanliness to ensure readiness at all times as well as set up refreshments or other materials as requested
Order or reorder business cards as requested
Coordinate arrangements for company meetings with respect to hotel reservations, lunch orders, dinner reservations, event planning, etc. as needed.
Prepare and manage expense reporting and credit card activity for Executive Team, including submitting expenses, tracking receipts, coding expenses, etc.
Oversee incoming mail and packages and ensure timely delivery to the correct recipient
Coordinate shipping of materials, correspondence, or other items to external recipients as requested and record appropriate expense allocation for each shipment
Maintain adequate on-hand inventory of office, kitchen, and break room supplies
Monitor office equipment and coordinate service or repair as needed
Receive and document resident and family-member concerns, route them to the appropriate leaders, and follow up regularly to support timely resolution.
Ensure continuity of business operations by communicating regular updates to internal stakeholders and direct supervisor
Perform other duties as assigned