Admin Support Specialist

Position Summary

Standards of Excellence

• Model the organization’s Principles, Values & Beliefs in all interactions with residents, families, team members, and external partners.
• Communicate with empathy, professionalism, and a strong service orientation.
• Balance priorities across resident satisfaction, associate engagement, and business performance.
• Adhere to all company policies, procedures, and regulatory guidelines.

Essential Responsibilities

Executive & Departmental Support

• Provide day-to-day administrative and project support to senior leaders across multiple departments.
• Coordinate meetings, prepare agendas, document meeting minutes, and track follow-up items.
• Manage scheduling, departmental correspondence, and internal communications.
• Act as a liaison between the Home Office and community-based teams.

Operations Support

• Monitor and support compliance with state and local licensing requirements.
• Maintain operational records and documentation.
• Assist in planning internal events, conferences, and executive travel logistics.

Legal Support

• Coordinate contract management, version control, and document tracking.
• Serve as first point of contact for contract-related inquiries across the organization.
• Support the legal team on transactions such as acquisitions, dispositions, and refinancing.
• Maintain legal platforms such as Agiloft, including user guides and training materials.
• Track vendor certificates of insurance and provide notary services.

Office Management

• Supervise and mentor the Front Desk Administrative Assistant.
• Oversee day-to-day office administration, supplies inventory, and vendor coordination.
• Maintain an organized, efficient, and professional office environment.

Interdepartmental Coordination

• Partner with HR on employee engagement initiatives and event support.
• Assist Finance/Accounting with administrative tasks, reporting, and vendor follow-up.
• Support Sales/Marketing with presentations, document management, and coordination of marketing events.
• Assist with company-wide projects and initiatives as assigned by the COO.

Required Knowledge, Skills & Abilities

• Strong relationship builder with excellent interpersonal skills.
• Exceptional written and verbal communication skills.
• Highly organized, able to manage complex schedules and competing priorities.
• Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint), video conferencing tools, and basic CRM or data systems.
• Comfortable handling confidential information with discretion and sound judgment.
• Able to anticipate needs, identify problems, and implement effective solutions.
• Flexible and dependable; may require occasional early/late hours or limited weekend work.

Education & Experience

• Minimum 5 years of experience in an executive administrative role supporting senior leadership, preferably in a corporate or multi-departmental environment.
• Prior experience supervising or mentoring staff is strongly preferred.
• Proficient in Microsoft Office; experience with contract management systems (Agiloft preferred).
• Notary Public certification (or ability to obtain upon hire).

Travel Requirements

Work Environment

• Competitive pay: $31.00-$40.00/Hr. Based on Experience
• Healthcare Benefits including Vision & Dental
• Matching 401k
• Paid Time Off
• Rewards and Bonus Opportunities
• Continuous Training and Growth Opportunities