Administrative Assistant

Westmont Living, Inc; San Diego (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Westmont Living, Inc. is seeking a Senior Administrative Assistant to provide high-level support to the Chief Financial Officer and Home Office leadership. The role coordinates calendars, meetings, travel, and reporting across Operations, Clinical, Culinary, and other functions.

You will prepare reports and presentations, track deadlines, and ensure critical information is distributed to the right people in a timely manner. Strong MS Office skills and confidentiality are essential.

Qualifications

• High school diploma or equivalent required.
• Proficiency with MS Outlook, Word, Excel, and PowerPoint.
• Strong organizational and time-management skills.
• Excellent written and verbal communication, proofreading, and data-entry accuracy.
• Ability to manage competing priorities and meet deadlines.
• Discretion handling confidential information.

Responsibilities

• Provide high-level administrative support to the CFO and Home Office leadership.
• Coordinate calendars, meetings, travel, agendas, minutes, and action items.
• Prepare reports, presentations, and correspondence; organize invoices and expense documentation.
• Track deadlines, dashboards, and project trackers; monitor information flow.
• Coordinate travel arrangements for regional leaders and specialists.
• Support resident and family surveys and related reporting.
• Assist with IT equipment coordination and department initiatives.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Discretion

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Westmont Living | Home Office

Are you highly organized, detail-oriented, and someone who takes pride in keeping people and projects on track? Westmont Living is looking for a Senior Administrative Assistant to provide high-level administrative support to our Chief Financial Officer and key Home Office leadership teams.

This is a highly visible and collaborative role supporting Operations, Clinical, Culinary, and other functional leaders across our senior living communities. You’ll help coordinate meetings and travel, prepare reports and presentations, track important deadlines, support resident and family surveys, and make sure critical information gets where it needs to go.

What You’ll Do:

• Provide administrative support to the Chief Financial Officer and Operations leadership team

• Coordinate calendars, meetings, training sessions, agendas, minutes, and follow-up items

• Prepare and proofread reports, presentations, correspondence, spreadsheets, and other materials

• Track community reports, deadlines, action items, and outstanding information

• Maintain operational spreadsheets, dashboards, calendars, and project trackers

• Coordinate flights, hotels, rental cars, itineraries, and travel changes for regional leaders and specialists

• Support resident and family surveys, including distribution, participation tracking, response organization, and reporting

• Assist Clinical and Culinary leadership with reports, training records, meetings, audits, and department initiatives

• Coordinate with IT on the preparation, shipment, tracking, return, and replacement of computers, phones, tablets, and other equipment

• Organize invoices, receipts, expense documentation, and purchase requests

• Follow up with community leaders and departments to help keep assignments and projects moving

• Handle confidential business, resident, and team member information with discretion

• Identify delays, missing information, or urgent concerns and promptly bring them to the appropriate leader

What We’re Looking For:

We’re looking for someone who is organized, dependable, proactive, and comfortable juggling multiple priorities. You enjoy being the person who keeps things running smoothly behind the scenes and can communicate professionally with everyone from community team members to senior leadership.

Required qualifications include:

• High school diploma or equivalent

• Strong proficiency with Microsoft Outlook, Word, Excel, and PowerPoint

• Excellent organizational and time-management skills

• Strong attention to detail, proofreading, and data-entry accuracy

• Professional written and verbal communication skills

• Ability to manage competing priorities and meet deadlines

• Ability to coordinate meetings, travel, documentation, and equipment shipments

• Sound judgment and discretion when handling confidential information

Preferred:

• 2+ years of administrative support experience, particularly supporting leaders or multiple departments

• Administrative or business coursework

• Experience in senior living, healthcare, or a multi-location organization

What Success Looks Like

You’ll know you’re succeeding when leaders have the information and materials they need, meetings and travel run smoothly, deadlines and action items don’t fall through the cracks, and communities receive timely and professional support.

Why Westmont Living?

At Westmont Living, our Home Office teams play an important role in supporting the communities that serve our residents and families every day. This position offers the opportunity to work across multiple departments, build relationships throughout the organization, and make a meaningful contribution to the success of our communities.

Our team members are expected to demonstrate Westmont Living’s Service Standards of Safety, Friendliness, Setting, and Efficiency in everything we do.

Ready to bring your organization, attention to detail, and follow-through to a team where your work makes a difference? We’d love to hear from you.

Westmont Living is an equal opportunity employer. This position is non-exempt and subject to applicable timekeeping, meal and rest period, and overtime requirements.