Administrative Assistant

Legacy Retirement Commu•Cherry Hill, NJ

11d

About The Position

The Administrative Assistant provides administrative and clerical support to the front office and office staff. The role delivers professional, courteous, and timely service to visitors, tenants, callers, Legacy Retirement Communities employees, and others who interact with the office. General administrative support may include memo and record keeping, hospitality arrangements, and management of office supplies. The Administrative Assistant provides high-quality service consistent with the mission and values of Legacy Retirement Communities and complies with applicable state and federal laws and regulations. This is a full-time position, Monday through Friday, from 8:00 a.m. to 5:00 p.m.

Requirements

High school diploma or equivalent required.
Strong written and verbal communication skills.
Ability to manage multiple tasks, changing priorities, and frequent interruptions while maintaining accuracy and professionalism.
Proficiency with Microsoft Office products, including Word, Excel, Outlook, and related applications.
Strong organizational and time-management skills, with attention to detail and accuracy.
Ability to communicate effectively and work cooperatively with people in a variety of roles and positions.
Ability to exercise discretion and maintain confidentiality when handling sensitive information.
Ability to work independently, take initiative, and follow through on assigned responsibilities.
Ability to establish and maintain effective working relationships with employees, leadership, visitors, and others.
Must be able to lift up to 15 pounds.

Nice To Haves

Additional education or coursework in business administration, office administration, or a related field is helpful.
Two or more years of experience in an administrative, clerical, customer service, receptionist, or similar role is preferred.

Responsibilities

Answer the multi-line telephone system, direct calls to the appropriate person or department, and take accurate, detailed messages when the receiving party is unavailable.
Greet and assist guests and visitors courteously and professionally; provide customer service and general help to building tenants when the Property Manager is unavailable.
Provide general administrative and clerical support to office staff.
Inventory and order office and other requested supplies, including making trips to local retail outlets, and maintain adequate supplies for daily operations.
Prepare reports, memos, invoices, letters, spreadsheets, and other requested documents; accurately file and retrieve office information.
Accurately record and distribute minutes from weekly leadership meetings.
Open, sort, and distribute incoming mail, faxes, email, and other correspondence; ensure outgoing mail is taken to the mailbox daily and maintain mailing supplies such as stamps and envelopes.
Make travel or hospitality arrangements for office staff as needed.
Maintain confidentiality and safeguard sensitive organizational and employee information.
Assist with office organization and administrative processes, including learning to use office equipment such as a printer.
Maintain customer service and good communication with the office’s environmental services staff, such as cleaners.
Perform other related duties as assigned.