Administrative Assistant

Spring Oak Senior Living•Petersburg, VA

31d•Onsite

About The Position

The Administrative Assistant serves as a key support role within the assisted living community, providing administrative support to leadership and coordinating essential functions related to resident move-ins, wellness operations, staffing, onboarding, and communication. Working collaboratively across departments, this position helps ensure smooth daily operations, exceptional customer service, and a positive experience for residents, families, and employees through strong organization, communication, and attention to detail.

Requirements

Strong organizational, project coordination, and time management skills with the ability to manage multiple priorities and meet deadlines.
Excellent written and verbal communication skills, with the ability to interact professionally and effectively with residents, families, employees, vendors, and leadership.
Demonstrated attention to detail, problem-solving ability, and follow-through on assignments and projects.
Proficiency in Microsoft Office Suite and other business software applications.
Ability to maintain confidentiality, exercise sound judgment, and uphold a high level of professionalism.
Ability to work independently while collaborating effectively across multiple departments and teams.
Ability to perform the physical demands of an office environment, including sitting, standing, walking, bending, reaching, occasionally lifting and carrying up to 25 pounds, and operating standard office equipment such as computers, telephones, copiers, printers, and other business technology.

Responsibilities

Provide administrative support to the Executive Director and department leaders, including preparing correspondence, reports, meeting materials, and maintaining organized records and documentation.
Coordinate meetings, calendars, community events, and daily office operations.
Serve as the first point of contact for visitors, residents, families, and vendors by answering phones, greeting guests, and providing exceptional customer service.
Maintain confidentiality of resident, employee, and business information.
Partner with Marketing, Wellness, Maintenance, Housekeeping, Dietary, and other departments to coordinate resident move-ins and ensure move-in readiness.
Track and maintain move-in, admission, and onboarding documentation to ensure timely completion and regulatory compliance.
Facilitate communication among prospective residents, families, healthcare providers, and internal departments throughout the admission and move-in process.
Support lead management, inquiry follow-up, tours, marketing initiatives, community events, open houses, and outreach activities.
Assist the Wellness Department with administrative functions related to resident assessments, admissions, wellness services, and required documentation.
Serve as a communication liaison between departments to support resident needs, operational priorities, staffing updates, community initiatives, and resident transitions.
Monitor action items, track progress, and follow up to ensure timely completion and accountability.
Promote collaboration, teamwork, and effective communication throughout the community.
Assist with recruitment activities, including scheduling interviews, maintaining applicant records, and coordinating onboarding and orientation programs.
Ensure completion of employment documentation, training requirements, certifications, licenses, and compliance-related records.
Support staffing coordination, employee engagement, recognition initiatives, and retention efforts.
Facilitate communication between new hires and department leaders to support a positive onboarding experience.
Provide professional, responsive service to residents, families, visitors, prospects, and team members.
Address inquiries and concerns promptly and direct individuals to the appropriate department while fostering a welcoming, resident-centered environment.