Administrative Assistant

Spring Oak Senior Living; Petersburg (VA); On-site; USD 29,000 - 40,000; Full time

Benefits offered by this job

401(K) Company Match

Health, Dental, & Vision Insurance

Paid time Off (PTO)

Job summary

Spring Oak Senior Living in Petersburg, VA is seeking an Administrative Assistant to support the Executive Director and department leaders, coordinating move-ins, wellness coordination, staffing, onboarding, and daily operations with a resident-centered approach.

You will manage calendars, prepare reports, greet visitors, handle inquiries, and act as a liaison across departments to ensure smooth communication.

Qualifications

• Strong organizational and time-management skills to manage multiple priorities.
• Excellent written and verbal communication with residents, families, and staff.
• Attention to detail and problem-solving with follow-through.
• Proficiency in Microsoft Office and business software.
• Ability to maintain confidentiality and professionalism.
• Ability to work independently and across departments.
• Ability to perform physical office tasks up to 25 pounds.

Responsibilities

• Provide administrative support to leadership, prepare reports and materials.
• Coordinate meetings, calendars, events, and daily office operations.
• Greet visitors, answer phones, and deliver customer service.
• Onboard new hires and assist with recruitment activities.
• Coordinate resident move-ins and onboarding documentation.
• Support wellness, admissions, and staffing coordination.
• Maintain confidential records and cross-department communication.
• Monitor action items and ensure timely follow-up.

Skills

Organization

Time management

Communication

Problem solving

MS Office

Confidentiality

Team collaboration

Multitasking

Tools

Microsoft Office Suite

Job description

The Administrative Assistant serves as a key support role within the assisted living community, providing administrative support to leadership and coordinating essential functions related to resident move-ins, wellness operations, staffing, onboarding, and communication. Working collaboratively across departments, this position helps ensure smooth daily operations, exceptional customer service, and a positive experience for residents, families, and employees through strong organization, communication, and attention to detail

Responsibilities

Administrative & Operational Support

• Provide administrative support to the Executive Director and department leaders, including preparing correspondence, reports, meeting materials, and maintaining organized records and documentation.
• Coordinate meetings, calendars, community events, and daily office operations.
• Serve as the first point of contact for visitors, residents, families, and vendors by answering phones, greeting guests, and providing exceptional customer service.
• Maintain confidentiality of resident, employee, and business information.

Resident Move-In, Marketing & Wellness Coordination

• Partner with Marketing, Wellness, Maintenance, Housekeeping, Dietary, and other departments to coordinate resident move-ins and ensure move-in readiness.
• Track and maintain move-in, admission, and onboarding documentation to ensure timely completion and regulatory compliance.
• Facilitate communication among prospective residents, families, healthcare providers, and internal departments throughout the admission and move-in process.
• Support lead management, inquiry follow-up, tours, marketing initiatives, community events, open houses, and outreach activities.
• Assist the Wellness Department with administrative functions related to resident assessments, admissions, wellness services, and required documentation.
• Interdepartmental Communication & Project Coordination
• Serve as a communication liaison between departments to support resident needs, operational priorities, staffing updates, community initiatives, and resident transitions.
• Monitor action items, track progress, and follow up to ensure timely completion and accountability.
• Promote collaboration, teamwork, and effective communication throughout the community.
• Human Resources & Employee Onboarding Support
• Assist with recruitment activities, including scheduling interviews, maintaining applicant records, and coordinating onboarding and orientation programs.
• Ensure completion of employment documentation, training requirements, certifications, licenses, and compliance-related records.
• Support staffing coordination, employee engagement, recognition initiatives, and retention efforts.
• Facilitate communication between new hires and department leaders to support a positive onboarding experience.
• Customer Service
• Provide professional, responsive service to residents, families, visitors, prospects, and team members.
• Address inquiries and concerns promptly and direct individuals to the appropriate department while fostering a welcoming, resident-centered environment

Qualifications

• Strong organizational, project coordination, and time management skills with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills, with the ability to interact professionally and effectively with residents, families, employees, vendors, and leadership.
• Demonstrated attention to detail, problem-solving ability, and follow-through on assignments and projects.
• Proficiency in Microsoft Office Suite and other business software applications.
• Ability to maintain confidentiality, exercise sound judgment, and uphold a high level of professionalism.
• Ability to work independently while collaborating effectively across multiple departments and teams.
• Ability to perform the physical demands of an office environment, including sitting, standing, walking, bending, reaching, occasionally lifting and carrying up to 25 pounds, and operating standard office equipment such as computers, telephones, copiers, printers, and other business technology.

$25 - $25 an hour

Why Join Spring Oak?

Spring Oak offers a competitive salary, benefits package, and a supportive work environment. We are a family-owned and operated company, and we take pride in the family-like atmosphere we create for our employees.

“Great Place to Work” Certified March 2026-March 2027

• 401(K) Company Match
• Health, Dental, & Vision Insurance
• Paid time Off (PTO)