Administrative Specialist

Join our team at Aging Well Eldercare!
We're one of the area's longest-practicing aging life care management companies, and we're looking for a tech-savvy, detail-oriented Administrative Specialist to help support our growing team.

What You'll Do:
As our Administrative Specialist, you will play a key role in supporting our day-to-day office operations. From maintaining records and managing documents to coordinating intake and assisting with marketing, this position supports multiple departments. We are especially seeking candidates who are comfortable working with technology navigating digital tools and learning new systems.

Administrative & Office

• Updates service overviews, fee schedules and releases as needed in Adobe and RightSignature and distributes the documents to the team.
• Updates records and provides data entry support across departments on an ad-hoc basis in the company's FileMaker client database (CareView).
• Sends out regular reminders to the team, including those related to the on-call schedule and the monthly staff meeting.
• Programs weekly on-call schedule and any changes into the office phone application (Intermedia).
• Responds to and resolves staff requests including sending and forwarding faxes, and setting up Zoom meetings sent to the Office team email group.
• Ensures company Gmail calendars remain up-to-date with staff birthdays, anniversaries, and on-call schedules. Updates employee Gmail signatures as needed.
• Assists the Director of Admin with organizing & preparing for company events, and conferences in which we are sponsors.
• Assists the Director of HR & Finance with staff onboarding & offboarding, including setting up new or existing equipment, instructing new staff on how to use company systems, and assisting with decommissioning of returned equipment.
• Collaborates with the Assistant Billing Manager on special projects related to marketing & billing such as preparing employee & client birthday cards, preparing the annual client holiday cards, and creating client surveys.
• Rotates leading the monthly Office team meeting.
• Performs other general administrative duties such as phone support, maintaining office/PPE inventory lists, filing, sorting & forwarding mail/packages, and conference room meeting set-up.

Intake & Marketing

• Assists the Intake team with the referral process by greeting all new callers, responding to emails and Calendly inquiries, sharing intake information with the team, following up, and entering information into CareView.
• Assists the Director of Admin Services with the maintenance and update of all company social media platforms including but not limited to GMB, the company website, FB, and assists with updating of monthly newsletter.
• Performs monthly updates to the company email lists in the marketing database (Constant Contact).

What You'll Bring:

Required Skills, Education, & Experience

• Associates degree or some college coursework preferred.
• 1-3 years of experience working in an office environment and performing clerical duties.
• FileMaker and Google Workspace experience preferred, or similar tools.
• Excellent written and verbal communication skills.
• Excellent interpersonal & customer service skills, especially with older adults.
• Ability to work with staff across multiple departments.
• Strong organizational skills & detail-oriented.

Benefits:

• Health insurance with HSA options, plus dental and vision coverage
• 401(k) retirement plan with company match
• Paid time off
• Life insurance and long-term and short-term disability coverage
• Employee Assistance Program