Administrative Assistant / Receptionist

• This position is fully onsite.

This individual is highly organized, proactive, and service-driven, with the ability to manage multiple priorities while maintaining attention to detail.

Key Duties: Front Desk & Office Presence

• Serve as the first point of contact by greeting visitors, candidates, and vendors in a professional and welcoming manner
• Answer and direct incoming calls, emails, and inquiries
• Manage visitor check-in processes and maintain office security protocols
• Maintain a clean, organized, and presentable reception and common areas

• Provide administrative support to Home Office leaders and departments as needed
• Assist in scheduling meetings, and coordinate conference room usage
• Assist with preparation of materials, presentations, and reports
• Handle incoming and outgoing mail, packages, and deliveries

• Support daily office operations, ensuring efficiency and organization
• Order and maintain office supplies, kitchen inventory, and equipment
• Coordinate with vendors for office services (maintenance, cleaning, repairs, etc.)
• Assist with onboarding logistics for new hires (workspace setup, supplies, coordination with IT/HR)

• Coordinate meetings, including room setup, catering, and technology needs
• Support planning and execution of Home Office events, team meetings, and engagement activities
• Assist with internal communications and office announcements

• Maintain filing systems and office records (physical and digital)
• Assist with special projects and cross-functional initiatives
• Provide general support to ensure a positive associate experience in the Home Office and maintain a calm, compassionate, and professional demeanor as well as emotional resilience.

• Respond to urgent, time-sensitive matters as needed outside of standard business hours; flexibility for evenings/weekends required based on operational needs.
• In rare occasions the role may involve emotionally intense situations, including interactions with residents who may display confusion, agitation, or behavioral challenges, and with family members experiencing stress or grief.
• This position may require work outside of scheduled hours, including evenings and weekends, based on operational needs.
• Flexibility to respond to urgent or time-sensitive matters is expected outside regularly scheduled hours.

• 2+ years of administrative, receptionist, or office coordination experience preferred
• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Professional, polished, and customer-service oriented demeanor
• Ability to multitask and adapt in a fast-paced environment
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Experience with office systems and tools (e.g., calendars, scheduling platforms, HRIS tools) is a plus
• Excellent communication, relationship-building, and team skills.
• Must be highly organized, self-motivated, and capable of thriving in a field-based, multi-community role.
• Valid driver's license and reliable transportation required.

• High level of accuracy and organization in all tasks
• Clear, professional, and responsive in interactions.
• Able to anticipate needs and takes proactive action
• Works effectively across teams and functions
• Ability to work both independently and collaboratively across multiple teams and sites.
• Effective time management and prioritization skills.
• Must be comfortable working in an environment with pets, including, but not limited to, dogs, cats, and birds.
• Must be able to sit, stand, walk, and drive for extended periods.
• Requires the ability to occasionally lift materials weighing up to 20 pounds.