Administrative assistant

Job Title: Executive Administrative Assistant

Location: Schervier Rehabilitation and Nursing

Hours: Monday to Friday, 9:00 AM - 5:00 PM

Reports To: Nursing Home Administrator

Position Overview:

We are seeking a highly organized and detail-oriented Executive Administrative Assistant to provide administrative support to our Nursing Home Administrator. This key role will assist in the day-to-day operations of the nursing home, ensuring efficient administrative tasks and fostering a professional environment. The ideal candidate will have excellent communication skills, multitasking abilities, and a strong understanding of office management in a healthcare or long-term care setting.

Key Responsibilities:

• Administrative Support: Provide high-level administrative support to the Nursing Home Administrator, including scheduling meetings, managing calendars, and preparing documents and reports.
• Communication Management: Handle incoming phone calls, emails, and correspondence, ensuring timely responses and effective communication across departments.
• Documentation & Filing: Organize and maintain confidential documents, records, and files in compliance with state and federal regulations. Prepare and file reports as required.
• Meeting Coordination: Coordinate and prepare for meetings, including preparing agendas, taking minutes, and ensuring follow-up on action items.
• Visitor and Client Relations: Greet and direct visitors, residents' families, and clients, offering assistance or directing inquiries to the appropriate personnel.
• Staff Coordination: Assist in coordinating staff schedules, training sessions, and other administrative functions to support the nursing home's operations.
• Compliance & Reporting: Support the Administrator in ensuring the facility is in compliance with regulations, by assisting with audits, inspections, and required documentation.
• Other Duties: Assist with special projects as assigned by the Nursing Home Administrator, offering administrative support as needed.

Qualifications:

• Education: High School Diploma or equivalent required; Associate's or Bachelor's degree in Business Administration or related field preferred.
• Skills:
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication skills
• Excellent organizational and multitasking abilities
• Knowledge of HIPAA regulations and confidentiality standards is a plus
• Ability to work independently with minimal supervision
• Personal Attributes:
• Detail-oriented, proactive, and able to prioritize tasks efficiently
• A team player with a positive attitude and customer service orientation

Benefits:

• Paid Time Off (PTO): Vacation, Sick Leave, and Holiday Pay
• Health Insurance: Comprehensive health, dental, and vision coverage
• Retirement Plans: 401(k)
• Professional Development Opportunities
• Other benefits as per the facility’s policies