Administrative Assistant

Summary:

The Administrative Assistant provides essential support to the Executive Director, Department Heads, and administrative Boards at Birch Bay Retirement Village. This role is ideal for someone who is highly organized, forward-thinking, and able to work independently. The successful candidate will collaborate closely with the Executive Director to help manage priorities, stay ahead of deadlines, and ensure that key tasks are completed efficiently. We're looking for someone who can anticipate needs, take initiative on tasks that require attention, and isn’t afraid to ask questions to keep things moving smoothly. Strong judgment, emotional maturity, and a proactive mindset are essential.

Key Responsibilities:

• Provide high-level administrative support to executive leadership and department heads.
• Prepare and manage correspondence, reports, meeting agendas, and minutes.
• Coordinate scheduling, meetings, and travel arrangements.
• Maintain organized filing systems and databases.
• Serve as a liaison between internal departments and external stakeholders.
• Support board meetings and assist with documentation and logistics.
• Handle confidential information with discretion and professionalism.
• Assist with special projects and events as needed.

Benefits:

MDI Hospital and Birch Bay Retirement Village offer a competitive salary, robust medical/dental/vision/life insurance, identity theft protection program, matching retirement plan, ample paid time off, a comprehensive award winning wellness program with reimbursement incentives, generous tuition reimbursement, and continuing education benefits. Some positions may qualify for a sign on bonus and relocation assistance.

EEO Statement:

MDI Hospital and Birch Bay Retirement Village provide equal employment opportunities to all employees and applicants for employment in all job classifications without regard to race, color, religion, age, mental disability, physical disability, medical condition, gender, sexual orientation, genetic information, ancestry, marital status, national origin, veteran status, and other classifications protected by applicable state and local non-discrimination laws.

Education:

• High School Diploma required.

Experience:

• Minimum of 1 year of office experience.
• Experience in a nonprofit or healthcare setting is a plus.

Skills & Attributes:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and time management skills.
• Excellent written and verbal communication.
• Emotional maturity and interpersonal skills to work effectively with diverse teams.
• Ability to work independently and exercise sound judgment.

Work Environment & Physical Demands:

• Office-based role with extended periods of sitting and computer use.
• Requires hand-eye coordination for typing and document handling.
• Frequent interaction with staff, residents, and visitors in a collaborative setting.