Administrative Assistant

PACS

2d•$19 - $22•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and operational support to the Vice President of Risk & Safety. This position serves as a key coordinator for departmental initiatives, regulatory documentation, reporting, meetings, and communications, ensuring efficient operations across the Risk, Safety, Compliance, and Workers' Compensation functions.

Requirements

Minimum 3 years of administrative support experience, preferably supporting senior leadership.
Advanced proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, and Outlook.
Strong organizational, communication, and project coordination skills.
Ability to handle confidential and sensitive information with discretion.

Nice To Haves

Experience in healthcare, senior living, risk management, safety, compliance, or legal administration preferred.

Responsibilities

Provide direct administrative support to the Vice President of Risk & Safety, including calendar management, meeting coordination, travel arrangements, expense reporting, and correspondence management.
Prepare, maintain, and organize confidential records, reports, presentations, contracts, policies, incident documentation, and regulatory compliance materials.
Coordinate departmental meetings, safety committees, and leadership calls by scheduling meetings, preparing agendas, recording meeting minutes, and tracking action items to completion.
Assist with the collection, compilation, and preparation of risk management, safety, workers' compensation, and regulatory compliance reports for executive leadership and operational teams.
Serve as a liaison between the Risk & Safety department and facility leaders, regional teams, vendors, insurance carriers, and external partners to facilitate communication and timely follow-up.
Monitor departmental projects, deadlines, and compliance requirements, ensuring timely completion of assigned deliverables and escalation of outstanding items when necessary.
Support incident and claim management processes by maintaining accurate records, tracking documentation, and coordinating information requests from facilities, insurers, and legal partners.
Develop and maintain spreadsheets, dashboards, presentations, and other reporting tools to support data analysis, operational reviews, and executive decision-making.
Assist with policy administration, document control, and distribution of safety, risk management, and compliance-related communications across the organization.
Identify opportunities to improve administrative workflows, documentation processes, and departmental efficiencies while maintaining a high level of accuracy, professionalism, and confidentiality.