Administrative Assistant, Selections & Move-In (Part Time)

Horizon House (CCRC); Seattle (WA); On-site; USD 47,840 - 52,534; Full time

Benefits offered by this job

PTO

Discounted Meals

403(b) Match

ORCA Card Discount

Staff Scholarship

Free Gym & Pool

Student Loan Assistance

Staff Events

Job summary

Horizon House in Seattle is seeking an Administrative Assistant, Selections & Move-In, to help manage the move-in process for our West Tower. You will coordinate appointments, maintain documentation, and prepare materials to create a hospitality-focused experience for residents, families, and vendors.

You will support the Selections Manager, handle scheduling, communications, and vendor coordination while maintaining discretion with sensitive information in a fast-paced environment.

Qualifications

• High school diploma or GED required; associate degree preferred.
• 1–2 years of administrative or office support experience.
• Strong Microsoft 365 skills and comfort with databases/CRM systems.
• Exceptional organization and attention to detail.
• Warm, professional communication style with a strong customer service mindset.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Coordinate and schedule resident selection appointments and move-in logistics.
• Maintain accurate records, tracking tools, and documentation.
• Prepare and distribute resident communications and meeting materials.
• Manage finish and fixture samples, keeping spaces organized.
• Serve as a welcoming first point of contact for residents, families, and vendors.
• Coordinate with internal teams and external vendors for meetings and events.
• Handle sensitive information with discretion and confidentiality.

Skills

Administrative support

Customer service

Communication

Multitasking

Attention to detail

Discretion

Education

High school diploma or GED

Associate's degree or related coursework

Tools

Microsoft 365

CRM/databases

Job description

Starting Pay Range: $23.00 - $25.23 per hour

Regular Schedule: Monday, Wednesday, Friday, 8:00am to 4:30pm

Position Overview

As the Administrative Assistant, Selections & Move-In, you will play a critical role in ensuring a seamless and highly organized experience for future residents moving into our new West Tower. Supporting the Selections Manager, you will coordinate schedules, maintain documentation, prepare materials, and help create a warm, hospitality-driven environment for residents, families, and vendors.

What You’ll Do

• Coordinate and schedule resident selection appointments, follow-ups, and move-in logistics (including elevator use, vendor access, and timing)
• Maintain accurate records, tracking tools, and documentation to support smooth project operations
• Prepare and distribute resident communications, meeting materials, and correspondence
• Manage finish and fixture samples, ensuring spaces are organized and presentation-ready
• Serve as a welcoming first point of contact for residents, families, and vendors
• Coordinate with internal teams and external vendors to support meetings and events
• Handle sensitive information with discretion and maintain confidentiality standards

What You'll Bring

• High school diploma or GED (associate’s degree or related coursework preferred)
• 1–2 years of administrative or office support experience
• Strong Microsoft 365 skills and comfort with databases/CRM systems
• Exceptional organization and attention to detail
• Warm, professional communication style with a strong customer service mindset
• Ability to manage multiple priorities in a fast-paced environment
• Discretion, sound judgment, and a positive, can-do attitude

Why Join Horizon House

• Be part of a meaningful expansion that will shape the future of our community
• Work in a mission-driven, collaborative environment
• Contribute to an organization known for exceptional resident experience
• Gain exposure to a large-scale project in a respected senior living community

Benefits And Perks

• PTO*
• Discounted Meals
• 403(b) Retirement & Company Match
• ORCA Card Discount or Discounted Parking
• Staff Scholarship Program - up to $24,000 per year including your dependents*
• FREE Gym and Pool access for employees
• Student Loan Assistance Program - up to $1,200 per year
• Fun and Exciting Staff Events
• PTO, Benefit plan options, and rates may vary based on the number of hours worked and length of service.

Physical Requirements

The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation.

Additional Information

Horizon House is an equal opportunity employer and seeks to attract and retain the most qualified individuals without regard to race, color, religion, national origin, gender or gender identity, sexual orientation, age, genetic information, disability, or veteran status. Learn more about what it means to be an Equal Opportunity Employer. Additional information can be found here.

All staff must demonstrate the legal right to work in the United States. Horizon House is an E-Verify employer. All applicants offered a role must pass a DSHS background check, and drug screening.

We are committed to working with and providing reasonable accommodations to individuals with physical and mental disabilities. If you need special assistance or accommodations while seeking employment, please email [e-mail] or call [phone] with the nature of your request.