Administrative Assistant to Executive Leadership

VMP Healthcare & Community Living; West Allis (WI); On-site; USD 40,000 - 56,000; Full time

Job summary

VMP Healthcare & Community Living is seeking an Administrative Assistant to support our Executive Leadership Team and Foundation in a senior living community. You will manage calendars, prepare materials, and coordinate licensing and governance tasks while providing a welcoming point of contact for residents, families, and partners.

The ideal candidate is highly organized, detail-oriented, and professional, with strong Microsoft Office skills and the ability to handle confidential information in

Qualifications

• High school diploma or equivalent required.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication.
• Ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong interpersonal and customer service skills.
• Maintain confidentiality and professional demeanor.
• Interact effectively with all levels of the organization.
• Learn and use electronic recordkeeping and scheduling systems.

Responsibilities

• Provide high-level administrative support to President & CEO, Foundation President, and Executive Leadership Team.
• Manage calendars, schedule meetings, coordinate appointments, and assist with logistics.
• Prepare agendas, materials, presentations, reports, and correspondence.
• Attend Board meetings as recording assistant; prepare minutes and materials.
• Coordinate facility licensing renewals and credentialing requirements.
• Support Manager on Duty program for weekend leadership coverage.
• Serve as a welcoming point of contact for residents, families, employees, vendors, and partners.
• Maintain and distribute organizational policies on intranet; assist with updates.
• Assist with purchase orders, invoices, expense reports, and other financial processes.
• Provide administration support to the VMP Foundation and The Apartment Store operations.

Skills

Organizational skills

Attention to detail

Written and verbal communication

Multi-tasking

Interpersonal skills

Customer service

Confidentiality

Professional demeanor

Proactive

Collaborative

Education

High school diploma or equivalent

Tools

Microsoft Office

Word

Excel

Outlook

PowerPoint

Job description

VMP is seeking a highly organized, professional, and service-oriented Administrative Assistant to support our Executive Leadership Team and Foundation. This is an important role within our senior living community and is ideal for someone who enjoys being at the center of an organization, building relationships, keeping things organized, and helping leaders and teams succeed. The Administrative Assistant provides high-level administrative support to the President & CEO, Foundation President, and Executive Leadership Team while also serving as an important point of contact for residents, families, employees, board members, vendors, and community partners. The successful candidate will be dependable, detail-oriented, professional, and comfortable managing multiple priorities and confidential information in a dynamic senior living and healthcare environment.

What You'll Do

Executive & Administrative Support

• Provide administrative support to the President & CEO, Foundation President, and Executive Leadership Team.
• Manage calendars, schedule meetings, coordinate appointments, and assist with meeting logistics.
• Prepare agendas, meeting materials, presentations, correspondence, reports, spreadsheets, and other documents.

Board & Governance Support

• Attend meetings of the VMP Board of Directors and Foundation Board of Directors as a recording assistant.
• Accurately prepare and maintain meeting minutes, agendas, and supporting materials.

Licensing & Compliance

• Coordinate annual facility license renewals and credentialing requirements, including applicable Wisconsin nursing home and assisted living licenses, charitable organization requirements, CLIA, and raffle licensing.

Manager on Duty Program

• Coordinate the community's Manager on Duty program to ensure leadership coverage and support for residents, employees, and families on weekends.

Communication & Community Support

• Serve as a welcoming and professional point of contact for residents, families, employees, vendors, visitors, and community partners.

Policies, Contracts & Operations

• Work with the Operational Leadership Team to maintain current and archived facility policies and procedures.
• Maintain policies on the organization's intranet and assist with updates and distribution.

Financial & Administrative Support

• Assist with purchase orders, invoices, expense reports, check requests, and other administrative financial processes.

Foundation Support

• Provide administrative support to the VMP Foundation and its Board of Directors.
• Manage administrative functions related to The Apartment Store, including working with volunteers to support store operations and sales.
• Assist with fundraising activities, including Foundation Funday events, donor appeals, and grant applications.

Resident & Family Experience

• Promote a positive, professional, and service-oriented experience.
• Treat residents, families, employees, and visitors with compassion, patience, and respect.
• Assist leadership in responding to resident and family needs in a timely and appropriate manner.
• Maintain a welcoming, organized, and professional administrative office environment.

What We're Looking For

Required

• High school diploma or equivalent.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, projects, and deadlines.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Strong interpersonal and customer service skills.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Professional demeanor and ability to interact effectively with individuals at all levels of an organization.
• Ability to learn and effectively use electronic recordkeeping, scheduling, and organizational systems.

Preferred

• 3–5 years of administrative, executive assistant, healthcare, or senior living experience.
• Previous experience supporting senior-level executives or organizational leadership.
• Experience working with boards, committees, or nonprofit organizations.
• Experience with confidential records, regulatory documentation, or financial administration.

The Qualities That Will Help You Succeed

• Organized: You can manage competing priorities without losing track of the details.
• Professional: You represent the organization and its leadership with confidence and integrity.
• Communicative: You communicate clearly, respectfully, and effectively with a wide range of people.
• Discreet: You understand the importance of confidentiality and handle sensitive information appropriately.
• Service-oriented: You genuinely enjoy helping others and creating a positive experience.
• Detail-oriented: You take pride in accuracy and follow-through.
• Proactive: You anticipate needs, take initiative, and solve routine problems.
• Adaptable: You remain calm, flexible, and professional when priorities change.
• Collaborative: You work effectively with leaders and colleagues across the organization.

Why Join VMP?

This is more than an administrative position. You'll have the opportunity to work closely with organizational leadership, support meaningful community initiatives, interact with residents and families, and play an important role in helping a mission-driven senior living organization operate effectively. If you are an organized, dependable professional who takes pride in supporting others and making sure the details are handled correctly, we'd love to hear from you.