Administrative Assistant to the Executive Director

$43,264 - $48,069/Yr

Westminster Communities Of Florida - Saint Petersburg, FL

Full-time - Mid Level

Saint Petersburg, FL

Nursing and Residential Care Facilities

About the position

The Administrative Assistant to the Executive Director at Westminster Communities of Florida plays a crucial role in supporting the Executive Director and the community Administrator. This position involves a variety of administrative tasks, including managing resident files, preparing project requests, and maintaining spreadsheets related to community projects and resident information. The role requires attention to detail and the ability to handle sensitive information with discretion.

Responsibilities

• Assist in administrative duties under the supervision of the Executive Director or Department Head.
• Create and maintain resident files as required.
• Serve as Manager on Duty as required by the weekly MOD schedule.
• Maintain and update the Ad Valorem spreadsheet.
• Manage and maintain updated Resident files, including Ins/Outs.
• Prepare and maintain the Resident Directory twice a year or as required by the department head.
• Provide a monthly spreadsheet to the BOM with resident information and post notices when a resident death is confirmed.
• Contact family the next day for arrangement details and send floral arrangements to the family.
• Review and prepare Resident Incident Reports on a daily basis.
• Receive and distribute daily mail to residents and staff members.
• Prepare and maintain a spreadsheet for the community's projects, recording all project requests and updating their status.
• Maintain office supply inventory and distribute as required by department heads.
• Manage the Petty-Cash for the community and invoice coding.
• Update the Resident's Manual on a yearly basis.
• Manage the Outlook calendar for different meeting rooms/conference areas in the community.
• Make daily check deposits at the local bank and assist the Executive Director with managing company credit cards assigned to department heads.
• Manage and supervise the Front Desk employees and provide coverage as required.

Requirements

• High school diploma or GED required.
• 1 year of experience in an administrative role.

Nice-to-haves

• Leadership skills to inspire teammates.
• Ability to work well as a member of a group.
• Detail-oriented to ensure tasks are completed accurately.
• Dedication to tasks with loyalty and integrity.
• Self-starter who can perform without outside help.
• Motivated by the ability to contribute to the success of projects.

Benefits

• Disability insurance
• Paid time off
• 403(b)
• Life insurance