Community Administrative Assistant in Quincy, MA at Benchmark Senior Living

Date Posted: 4/6/2021

Job Snapshot

Job Description

RELATIONSHIP

The Administrative Assistant reports directly to the Executive Director.

PURPOSE



The Administrative Assistant serves as the administrative support to the community Directors 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)

 

Job Requirements

ABILITIES AND SKILLS

  • Models Benchmark’s Values
  • Maintains confidentiality at all times
  • Strong organizational, oral and written communication skills
  • Self-starter – Takes the initiative
  • Embrace challenges
  • Strong sense of urgency
  • Team Player - Willingness to “roll up sleeves” and deliver without ego
  • Knowledge of office equipment and ability to trouble shoot problems
  • Can do attitude
  • Knowledge of Microsoft Office (Word, Excel, and Outlook) as well as familiarity with the Internet and its search tools.
  • Intermediate skills in PowerPoint
  • Knowledge of Yardi, Google Earth, and/or Microsoft Project (a plus, but not a requirement)

 

PHYSICAL REQUIREMENTS

 

In an 8-hour workday, associate will stand/walk:                Hours at one time:     0 - 2

                                                                                          Total hours/day:        4 - 6

In an 8-hour workday, associate will sit:                             Hours at one time:     0 - 2

                                                                                          Total hours/day:        2 - 4

Associate will support/assist:  (Maximum lbs):                    Frequently:               0 - 10 lbs.

                                                                                           Occasionally:             50 lbs.

Associate will lift/carry: (Maximum lbs):                               Frequently:               0 - 10 lbs.

                                                                                            Occasionally:             15 lbs.

Height of Lift:         3 - 4 feet                   

Distance of carry:    30 yards

Employee will use hands for repetitive:        Simple grasping, pushing and pulling, and fine manipulation

Employee should be able to: Bend:        Occasionally

                                            Squat:        Occasionally

                                            Kneel:        Occasionally

                                            Climb:        Frequently

                                            Reach:       Occasionally, 3 feet

 

Disclaimer: 

The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.