Administrative Assistant

Western States Lodging and Management; Ogden (UT); On-site; USD 23,000 - 28,000; Full time

Benefits offered by this job

401k match

Hotel discounts

Health insurance

PTO & vacation

Job summary

Legacy House of Ogden, part of Western States Lodging & Management, is seeking an Administrative Assistant to lead with organization and serve with purpose. You will support the Executive Director, supervise front desk staff, and oversee financial and operational processes to ensure smooth community operations.

The role emphasizes professionalism, hospitality, and accurate reporting, with opportunities for growth within a senior living environment.

Qualifications

• Associate degree or relevant coursework in Business Administration or Office Management.
• 5+ years of progressively responsible administrative experience.
• Experience supervising or leading teams.
• Healthcare/senior living or service-focused environment preferred.
• Strong leadership and people management abilities.
• Advanced proficiency with Microsoft Office Suite, email, and calendar systems.
• Solid understanding of administrative operations, invoices, and expense tracking.
• Excellent analytical, organizational, and problem-solving skills.

Responsibilities

• Support the Executive Director and community leadership with complex administrative needs, projects, reports, and priorities.
• Supervise, train, and mentor Front Desk staff and other administrative team members.
• Establish and reinforce front desk and administrative service standards reflecting professionalism and hospitality.
• Coordinate staffing and front desk coverage for consistent resident and guest service.
• Manage departmental expenses, invoices, AP processes, and vendor documentation.
• Assist with budget tracking and timely financial recordkeeping.
• Assist leadership with strategic planning and operational initiatives.

Skills

Leadership

Supervisory experience

Office administration

Analytical thinking

Interpersonal skills

Education

Associate degree in Business Administration

Tools

Microsoft Office

Calendar management

Email management

Job description

Legacy House of Ogden

Administrative Assistant | Lead with Organization. Serve with Purpose.

Are you an experienced administrative professional who combines strong leadership with exceptional organization and a passion for serving others? Do you thrive when supporting leadership, developing team members, and finding better ways to keep operations running smoothly?

Join our Senior Living team as an Administrative Assistant and take on a key leadership role supporting the administrative operations of our community. You’ll provide high-level administrative support, oversee front desk associates, manage important financial and operational processes, and help community leadership make informed decisions—all while creating a warm and welcoming experience for residents and families.

What’s in it for you- Compensation & Benefits

• Competitive Pay - $18.25 hourly.
  • The starting rate is based on experience and qualifications. This position participates in our compensation program, which provides opportunities for future pay growth based on performance and career development.
• 401(k) with a dollar-for-dollar company match up to 4%
• Hotel discounts at select Western States Lodging & Management properties

Eligible full-time associates are entitled to the following:

• Medical, Dental, and Vision insurance plans plus Health Savings Account (HSA) options
  • Optional supplemental benefits, including accident, critical illness, hospital indemnity, and other coverage options.
• Personal Time Off (PTO) and Vacation benefits

What You’ll Do

• Support the Executive Director and community leadership with complex administrative needs, projects, reports, and operational priorities.
• Supervise, train, mentor, and provide day-to-day direction to Front Desk Associates and other administrative team members as assigned.
• Establish and reinforce consistent front desk and administrative service standards that reflect professionalism, hospitality, and genuine care.
• Help coordinate staffing and front desk coverage to maintain consistent service for residents, families, guests, and associates.
• Manage departmental expenses, invoices, Accounts Payable processes, vendor documentation, and other financial administrative responsibilities.
• Assist with budget tracking, expense monitoring, and maintaining accurate financial records.
• Assist leadership with strategic planning, operational initiatives, and community decision-making by providing accurate and timely administrative information.
• Oversee new hire onboarding and orientation administration, ensuring documentation, scheduling, pre-employment requirements, and compliance processes are completed accurately and on time.
• Coordinate calendars, meetings, special projects, community events, and other leadership priorities as needed.
• Serve as a trusted liaison between residents, families, associates, community leadership, vendors, and external business partners.
• Oversee or assist with resident payment processing, ancillary billing data entry, long-term care billing, and related administrative financial functions.

What We’re Looking For

• Associate degree or coursework in Business Administration, Office Management, or a related field preferred; equivalent years of relevant experience may be considered.
• 5+ years of progressively responsible administrative experience.
• Previous supervisory, team leadership, or project management experience.
• Experience in senior living, healthcare, hospitality, or another service-focused environment strongly preferred.
• Demonstrated leadership and team management skills with the ability to train, mentor, and support administrative associates.
• Advanced proficiency with Microsoft Office Suite, email, calendar management systems, and other office technology.
• Strong understanding of administrative operations, financial documentation, invoices, and expense tracking.
• Excellent analytical, organizational, and problem-solving abilities.
• Ability to research information, analyze data, and prepare accurate reports for leadership.
• Excellent interpersonal skills with the ability to communicate effectively with residents, families, associates, vendors, and leadership.

Physical Requirements

This position requires frequent walking and standing, as well as the ability to bend, stoop, sit, stand, and reach throughout the workday. Associates must be able to use proper body mechanics and lifting techniques to frequently lift and handle items weighing up to 50 pounds. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.

You Know You’re Successful When…

The administrative operations of the community are organized, accurate, and dependable, and the Executive Director and leadership team can count on you as a trusted resource. Front Desk Associates are well-trained, supported, and consistently delivering a welcoming experience; financial and administrative processes are completed accurately and on time; and leadership has the information needed to make effective decisions. Most importantly, residents, families, associates, and guests experience a community where professionalism and operational excellence are matched by genuine warmth, connection, and our commitment to Serving You Like Family.

Why Join Western States Lodging & Management?

Western States Lodging & Management is a leading property management company with a diverse portfolio that includes nationally recognized hotel brands such as Hilton, Marriott, and IHG, Legacy Senior Living communities, and Nxt multifamily apartment communities throughout the western United States.

Our mission is simple: Serving You Like Family. That commitment extends beyond our guests and residents—it defines how we treat our associates and business partners. We believe that great people build great communities, which is why we invest in our team through meaningful work, ongoing professional development, and opportunities for long-term career growth. At Western States Lodging & Management, we encourage every team member to serve as an Ambassador of our values, a trusted Consultant who brings knowledge and solutions, a Collaborator who builds strong relationships through teamwork, and a Coach who is passionate and empowers others to learn, grow, and succeed.

Whether you're launching your career or bringing years of experience, you'll find a workplace where your contributions are valued, your ideas are welcomed, and your potential is supported every step of the way.