Administrative Assistant | Full Time

WV Operations LLC; Charleston (WV); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

401k + Fulltime & Part-time Benefits

Training, Development & Career Ladder

Great work-life balance

Flexible Scheduling

Job summary

Harmony Senior Services in the United States seeks an experienced Administrative Assistant to support executive leadership with word processing, scheduling, travel planning, and document preparation. You will maintain filing systems, manage the data management system, and assist with special projects while ensuring confidentiality and professionalism.

The role requires strong communication skills, organizational ability, and a customer-service mindset.

Qualifications

• High school diploma or GED required; associate degree preferred.
• Minimum 3+ years administrative support for senior executives.
• Excellent verbal and written communication skills.
• Polite, professional demeanor when interacting with visitors and staff.
• Ability to exercise independent judgment and multitask in a fast-paced environment.
• Confidentiality and discretion with sensitive information.
• Customer-service oriented and able to work in a team.
• Highly organized with minimal supervision.

Responsibilities

• Schedules and organizes activities, meetings, travel, and conferences for executives.
• Performs word processing and creates visual presentations for Leadership.
• Maintains and updates filing systems and data management records.
• Updates information in the Data Management System and retrieves files as needed.
• Sorts mail, drafts responses, and handles inquiries by phone or email.
• Greet visitors and act as liaison between executives and departments.
• Handle confidential information with discretion; assist with special projects.
• Coordinate presentations, mailings, and dissemination of information.

Skills

Verbal and written communication

Independent judgment

Customer-service oriented

Highly organized

Multitasking

Professional demeanor

Teamwork

Fast-paced environment

Education

High school diploma or GED

Associate's Degree preferred

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Job description

Job Description

This position provides administrative support to include word processing, photocopying/scanning/faxing, filing and scheduling, performs duties such as answering the phone, greeting guests, coordination of meetings and travel, ordering and stocking office supplies, coordinating mailings, and working on special projects.

Job Responsibilities

• Schedules and organizes activities, including meetings, travel arrangements, and conferences, while providing administrative support to Regional and Home Office Associates.
• Performs word processing and creates and develops visual presentations for the Executive Leadership team.
• Establishes, develops, maintains, and updates filing systems.
• Updates and uploads information into the Data Management System.
• Retrieves information from files as needed.
• Sorts and distributes incoming mail.
• Drafts written responses and replies to inquiries by phone or email when necessary.
• Responds to regularly occurring requests for information.
• Answers incoming calls, takes messages, and handles routine and non-routine questions.
• Works in cooperation with other Administrative Assistants to provide phone coverage as needed.
• Greets and directs incoming visitors and guests in a professional, courteous, and friendly manner.
• Acts as a liaison between Executive Leadership and other departments.
• Handles confidential and non-routine information with discretion and professionalism.
• Works independently and collaboratively with team members on special projects.
• Assists with planning and coordinating presentations, disseminating information, and coordinating direct mailings.
• Creates general correspondence, memorandums, charts, tables, graphs, business plans, and other administrative documents.
• Proofreads documents for spelling, grammar, formatting, and layout, making appropriate corrections as needed.Ensures the accuracy, clarity, and quality of all final documents.
• Processes travel reimbursements through the appropriate approval process.
• Documents and reconciles corporate credit card expenses for submission to Corporate Finance.
• Assists with ordering, receiving, stocking, and distributing office supplies.
• Monitors office security and ensures unauthorized visitors do not gain access to the executive area.
• Makes travel arrangements as needed.
• Completes all other duties as assigned by management.

Requirements

• Must possess a high school diploma or GED; Associate's Degree preferred.
• Must have 3+ years of administrative experience supporting senior-level executives.
• Must have excellent verbal and written communication skills.
• Must demonstrate a polite, considerate, and professional demeanor when interacting with visitors, coworkers, and members of management.
• Must exercise independent judgment when planning, prioritizing, and organizing a diverse workload.
• Must be able to handle and maintain the confidentiality of sensitive information.
• Must be customer-service oriented with the ability to work effectively with others as part of a team.
• Must be highly organized, possess strong multitasking skills, and work with minimal supervision in a fast-paced environment.
• Must have advanced proficiency in Microsoft Office applications, including: Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint.
• Must maintain a neat, well-groomed, and professional appearance.
• Must dress in a professional manner.
• Must be able to sit for extended periods of time.

Benefits

• 401k + Fulltime & Part-time Benefits Packages
• Training, Development & Career Laddering
• Great work-life balance
• Flexible Scheduling

Who We Are

Harmony Senior Services is a certified Great Place To Work and one of the country’s fastest growing companies in the luxury senior living industry offering independent living, assisted living, and memory care in 45+ locations across the United States.

Harmony Senior Services was founded on the belief that people deserve access to high quality senior living options.

It is our honor to provide each resident, family member, and associate with the same care, compassion, and respect we would for our own family.

We are a family serving families. Our team members are the foundation of the Harmony family, and we strive to create an environment where everyone feels safe, supported, and valued.

We are passionate about serving our residents and their families while fostering a meaningful and fulfilling workplace for our team.

Begin your journey with Harmony Senior Services and join one of the leaders in the senior living industry today!

Equal Opportunity Employer

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, or any other legally protected status.

We are committed to fostering a diverse and inclusive workplace.