Administrative Assistant

The Administrative Assistant is responsible for the administrative and clerical support of the front office and office staff. This position will deliver professional, courteous and timely service to visitors, tenants, callers, Legacy Retirement Communities employees, and others who interact with the office. This position will provide general administrative support which may include memo and record keeping, hospitality arrangements, and management of office supplies.

The Administrative Assistant will deliver high quality services in a manner consistent with the mission and values of the Legacy Retirement Communities and complies with applicable state and federal laws and regulations.

Essential Duties and Responsibilities:

• Answer a multi-line telephone system and direct calls in a professional and efficient manner to the appropriate individual or department. Take accurate and detailed messages to distribute to an unavailable receiving party.
• Greet and assist guests/visitors in a courteous and professional manner. Provide customer service and general help to building tenants when the Property Manager is unavailable.
• Provide general administrative and clerical support to office staff.
• Inventory and order all office supplies and other supplies as requested by members of the office. This may include making trips to local retail outlets. Maintain adequate supplies for daily operations.
• Prepare reports, memos, invoices, letters, spreadsheets, and other documents as requested. Responsible for accurate filing and retrieval of information kept in the office.
• Accurately record and distribute minutes from weekly leadership meetings.
• Responsible for opening, sorting, and distributing incoming mail, faxes, e-mail, and other correspondence. Ensure outgoing mail is taken to the mailbox daily. Maintain mailing supplies i.e. stamps and envelopes.
• Make travel or hospitality arrangements for office staff as needed.
• Maintain appropriate confidentiality and safeguard sensitive organizational and employee information.
• Assist with office organization and administrative processes as needed. Including learning and becoming proficient in the usage of office equipment i.e. printer.
• Maintain customer service and good communication with the office’s environmental services i.e. cleaners.
• Perform other related duties as assigned.

Qualifications

• High school diploma or equivalent required; additional education or coursework in business administration, office administration, or a related field is helpful.
• Two or more years of experience in an administrative, clerical, customer service, receptionist, or similar role preferred.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks, changing priorities, and frequent interruptions while maintaining accuracy and professionalism.
• Proficiency with Microsoft Office products, including Word, Excel, Outlook, and related applications.
• Strong organizational and time-management skills with attention to detail and accuracy.
• Ability to communicate effectively and work cooperatively with individuals in a variety of roles and positions.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Ability to work independently, take initiative, and follow through on assigned responsibilities.
• Ability to establish and maintain effective working relationships with employees, leadership, visitors, and other individuals.
• Must be able to lift up to 15 pounds.

Working Conditions:

• May be exposed to chemicals/cleaning solutions

Legacy Retirement Communities is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.