Administrative Assistant

Job Title: Administrative Assistant

Department: Administration

Reports To: Chief Administrative Officer

FLSA Status: Non-Exempt

Prepared Date: 04-29-2026

Revised Date: 

SUMMARY

The Administrative Assistant provides high-level administrative support to corporate leadership within Community Eldercare Services. This role ensures efficient day-to-day operations by coordinating communications, managing schedules, supporting compliance documentation, and assisting with organizational initiatives that impact multiple facilities and departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following

• Demonstrates visible commitment to the organization’s mission, vision, and values; models collaboration and teamwork.
• Provides administrative support to executive leadership to include calendar management, preparation of agendas, reports, and presentations. 
• Prepares, edits, and distributes correspondence and materials. 
• Maintains organized records and filing systems, including confidential personnel, compliance, and operational documents. 
• Serves as a liaison between management office, facilities, vendors, and external partners.
• Assists with regulatory and compliance documentation related to long-term care operations (e.g., surveys, audits, policies, contracts). 
• Coordinates and tracks projects, deadlines, and deliverables across multiple facilities and departments. 
• Manages incoming calls, emails, and inquiries, ensuring timely, appropriate, and accurate responses. 
• Supports processes, logistics, and internal communications. 
• Organizes meetings, conferences, and events (in-person and virtual). 
• Monitors supplies, vendor contracts, and service needs as needed. 
• Maintains confidentiality and handles sensitive information with professionalism and discretion.
• Maintains open, clear, and respectful communication with residents, families, staff, and external partners.
• Other duties as assigned.

SUMMARY RESPONSIBILITIES

None

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE 

• High-School Diploma or equivalent required. 

• Associate or bachelor's degree in business administration, healthcare management or related field preferred. 

• 2-5 years of administrative or clerical experience required

• Experience supporting executives or management teams preferred

• Experience in healthcare, or professional office settings preferred

• Demonstrated ability to handle confidential information with discretion

KNOWLEDGE, SKILLS AND ABILITIES 

• Excellent written and verbal communication skills. 

• Strong organization and time management skills

• Customer service focused

• Ability to multi-task while detail oriented. 

• Advanced computer skills. 

• Experience with MS Office Word, Excel, and PowerPoint preferred. 

• Experience with PointClickCare and Paylocity preferred. 

JOB DESCRIPTION REVIEW

I understand this job description and its requirements; and that I am expected to complete all duties as assigned. I understand the job functions may be altered from time to time. 

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Employee’s Signature Date

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Facility Representative’s Signature Date

Rev 02.2026