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Form of work Job Description
The Administrative Assistant serves as the administrative support to the Executive Director and functional departments in the community providing a broad range of administrative and clerical support.
RELATIONSHIP
The Administrative Assistant reports directly to the Director of Business Administration.
PURPOSE
The Administrative Assistant serves as the administrative support to the Executive Director and functional departments in the community providing a broad range of administrative and clerical support.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Screen calls and collect and prioritize mail
- Liaise with other departments within BSL
- Keep calendar schedules current; schedule, organize and follow up on internal and external meetings, including booking conference rooms, requesting lunches (when applicable), and making sure necessary meeting materials are prepared
- Manage contacts for ED
- Prepare letters and other documents, and circulate communications with regard to meetings and other matters
- Maintain filing system
- Make all travel reservations, prepare travel itineraries, and coordinate any required follow up for travel related meetings and conferences
- Reconcile monthly billing statements and invoices
- Prepare expense reports for team members
- Submit to the appropriate supervisor for approval, Time Away From the Office requests. Once approved, submit to HR.
- Produces PowerPoint presentations as necessary
- Types, assembles, copies, files and otherwise processes data required by the community in an accurate and timely manner
- Orders and maintains supplies, and arranges for equipment maintenance
- Organizes, coordinates and assists in planning special events, including weekend events
- Coordinates various marketing fulfillment duties and systems including direct mail, packages, letters, catalogs, and other sales literature
- Other duties and projects as assigned
PUBLIC RELATIONS/MARKETING
- General knowledge of community in order to take advantage of any opportunity to educate the community at large about Benchmark's unique approach to senior living services and to market BSL communities, if an opportunity presents itself, and when appropriate
- View all associates, home office associates, Executive Director and community leadership team
- Build relationships with internal and external customers
EDUCATION/EXPERIENCE/LICENSURE- CERTIFICATICATION
- High School graduate; Associates degree preferred
- 3 to 5 years' experience supporting VP level or above
- Notary Public (a plus, but not a requirement)
