Administrative Assistant

Supreme Living LLC; Olympia (WA); Hybrid; USD 45,000 - 60,000; Full time

Job summary

Supreme Living LLC is seeking an experienced Administrative Assistant to provide essential support to the Corporate Office, ensuring all programs operate smoothly and efficiently. The role involves calendar management, correspondence, meeting logistics, and file maintenance in a fast-paced office.

Responsibilities include onboarding coordination, training scheduling, and coordination of related administrative tasks.

Qualifications

• 5+ years of administrative experience.
• Excellent written and verbal communication.
• Strong time management and prioritization.
• Proficiency with office software; medical records experience a plus.

Responsibilities

• Coordinate conference room reservations.
• Draft, proofread, and send professional correspondence including emails, memos, and formal business letters.
• Assist with preparation of meeting agendas, note taking, and distribution of minutes.
• Handle incoming calls, direct inquiries to the appropriate departments, and manage voicemails.
• Coordinate onboarding logistics for new hires.
• Assist with scheduling quarterly and annual employee training sessions.
• Assist with maintenance of employee files.
• Order and track office supplies.
• Assist with the maintenance of financial files as needed.
• Provide backup for the medical records department.
• Provide other administrative support as needed.

Skills

Excellent written and verbal

Time management

Organizational skills

Problem-solving

Tools

Microsoft Office

Google Workspace

Job description

Description

SUMMARY OF RESPONSIBILITIES

The Administrative Assistant is responsible for providing essential support to the Corporate Office to ensure that all aspects of Supreme Living programs function properly.

SPECIFIC RESPONSIBILITIES

• Coordinate conference room reservations as needed.
• Draft, proofread, and send professional correspondence including emails, memos, and formal business letters.
• As indicated, assist with preparation of meeting agendas, note taking, and distribution of minutes.
• Handle incoming calls, direct inquiries to the appropriate departments, and manage voicemails.
• Coordinate onboarding logistics for new hires.
• Assist with scheduling quarterly and annual employee training sessions.
• Assis with the maintenance of employee files.
• Order and track office supplies.
• Assist with the maintenance of financial files as needed.
• Provide backup for the medical records department
• Provide other administrative support as needed.

TRANSPORTATION

• Uses personal vehicle to travel to agency sites and non-agency locations.

COMMUNICATION

• Participates in staff meetings and in-service training sessions as indicated.
• Consults with CEO, executive staff, and program managers as needed to gather information.

Requirements

QUALIFICATIONS, EXPERIENCE, EDUCATION and LICENSURE

• Minimum of 5 years of administrative experience.
• Excellent written and verbal communication skills.
• Must demonstrate flexible and efficient time management and ability to prioritize workload.
• Outstanding problem-solving and organizational abilities.
• Proficiency with office software (Microsoft Office, Google Suite).
• Experience in medical records a plus.
• Meets health requirements, i.e. – Flu vaccination, COVID vaccination, Tdap vaccination, TB testing – per licensing requirements.

LANGUAGE SKILLS

• Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
• Ability to effectively present information to top management and public groups.
• Proficient in English.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; squat; use hands to finger, handle, or feel objects; reach with hands and arms; climb stairs; balance; stoop, kneel; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The employee is required to operate a motor vehicle.

WORK ENVIRONMENT

The work environmental characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Most of the employees’ job duties are performed indoors in an office environment. In some circumstances, the employee may be required to perform some job duties outside, in medical settings, and in the presence of non-employees, such as patients, and state officials. There is a possibility of exposure to disease and contagions that could cause a cold, flu, COVID-19, and other illnesses. The noise level in the work environment is usually moderate.

SUPREME LIVING’S EXPECTATIONS OF EMPLOYEES

• Adheres to Supreme Living Policies and Procedures.
• Acts as a role model within and outside the organization while on duty.
• Maintains confidentiality of individual information and sensitive or organizational
• information except as required by the obligations of the position or law.
• Perform duties as workload necessitates.
• Maintains a positive and respectful attitude.
• Demonstrates knowledge of standards of care.
• Supports philosophy, objectives, and goals of Supreme Living.
• Respects the dignity and confidentiality of individuals, families, and coworkers.

CLIENT CONTACT

This position does not have any direct contact with residents. Any contact with residents is incidental in nature and will not involve providing direct client care or services to residents.