Office Administrator

About Aging Solutions

Aging Solutions is a Spokane based aging advocacy service helping adult children and their parents navigate aging with clarity, compassion, and practical support. We provide guidance, planning, and personalized assistance to ensure seniors can maintain independence, safety, and peace of mind.

We are seeking a part time Administrative Assistant who brings warmth, professionalism, and strong organizational skills to our growing team.
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Position Overview
The Administrative Assistant supports day to day operations, client communication, and the workflow of our Aging Advisors. This role is ideal for someone who is detail oriented, calm, and comfortable working with sensitive situations. You’ll help ensure every client receives a seamless, supportive experience from their first contact onward.
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Key Responsibilities
Client Communication & Support

• Serve as a welcoming first point of contact for calls, emails, and inquiries
• Schedule consultations, follow ups, and client appointments
• Assist with onboarding tasks, including client intake information, gathering documentation and updating client files
• Maintain confidentiality and handle sensitive information with professionalism

Administrative Operations

• Manage calendars, coordinate meetings, and support daily workflow
• Prepare, edit, and format documents, reports, and client materials
• Maintain organized digital and physical filing systems
• Track tasks, deadlines, and follow ups to ensure smooth operations

Data & Systems Management

• Enter and update client information in tracking tools
• Maintain accurate records for services and Trinity suite of products to include EMS Card enrollments
• Generate summaries or reports as needed

Qualifications

• Experience in administrative support, customer service, or office coordination
• Strong written and verbal communication skills
• Ability to work independently and take on new tasks as they arise
• High attention to detail and strong organizational abilities
• Comfort working with seniors, families, and sensitive situations
• Proficiency with Microsoft Office and cloud based tools
• Ability to multitask and maintain professionalism in a fast paced environment
• Compassion, patience, and a genuine desire to support aging adults and their families

Work Details

• Part-time schedule with flexible hours (exact schedule set collaboratively)
• In-office role in Spokane, WA (may include occasional remote tasks after training, if desired)
• Frequent phone and email communication with families, community partners, and vendors
• Must be able to manage confidential information and follow privacy standards
• Preferred Skills
• Experience in senior services, healthcare, social work, or care coordination
• Experience with document creation and spreadsheets, a high level of confidence with both
• Record management and improvement
• Strong phone presence and de-escalation skills
• Familiarity with HIPAA and confidentiality best practices
• Accounting experience

Why Join Aging Solutions?

You’ll be part of a mission driven team dedicated to empowering seniors and supporting families during difficult times in their lives. This role offers meaningful work, a supportive environment, and the opportunity to grow with a rapidly expanding organization.

How to ApplyPlease submit your resume and a brief note telling us why you’re interested in Aging Solutions and this role to info@agingsolutionsnw.com. Include your general availability (days/times) and when you could start.

Aging Solutions is an equal opportunity employer. We value a workplace built on respect, professionalism, and care.

Pay: From $22.00 per hour

Benefits:

• Flexible schedule

Work Location: In person