Administrative Assistant Job at St. Luke's in the Desert, Inc. in Tucson

Reports to the Chief Operating Office

Administrative Assistant Job Summary

Responsibilities of the Administrative Assistant include comprehensive administrative support to ensure the smooth operation of our office and programs. This role is crucial in assisting the executive team, coordinating office and resident activities, and maintaining efficient office operations. This position does require occasional evening and weekend work.

Community/Organization

St. Luke's Home is an assisted living facility with the mission: To provide enriching, affordable care and support for residents ensuring their well-being and participation in an assisted living community. As a member of our team, you are part of a group of resolute people who are committed to creating an environment that promotes the well-being of all and promoting decision making by those who live here or those working closest to them. We believe in the value of person-directed care.

Administrative Assistant Duties and Responsibilities

• Administrative Support includes sending invites for Board of Director and Committee Meetings; sends supporting documents for meetings; dictation of meeting minutes along with Action Item Document
• Handles incoming calls, emails and ensuring the right individual receives the communication
• Office management includes ensuring that all departments have the supplies needed, order, when necessary, organize files (both physical and electronic) and oversee equipment maintenance
• Database management as requested by Chief Operating Officer
• Assists in planning and executing events, meetings, and special events
• Assists in the creation of event materials
• Program support as needed includes completing the monthly activity calendar
• Creates and maintains community partnerships (Included on monthly calendar)
• Assists with admissions, including initial communication with prospects, setting up and completing tours and ensuring appropriate paperwork is completed prior to admission
• Other duties as delegated by the Chief Operating Officer

Administrative Assistant Requirements and Qualifications

• High School Diploma or GED
• Associate’s degree preferred or on the job experience
• Experience in Senior Living environment or similar position
• Computer literacy
• Ability to use independent judgement in responding to requests for information, solving operational issues and maintaining sensitive information.
• Strong people skills with the propensity to successfully foster new and maintain long-standing business relationships
• Excellent communication skills, both orally and written; skilled in the art of negotiation
• Ability to multitask, prioritize and delegate responsibilities in an effective and efficient manner
• Outstanding integrity, solid moral judgment, and the ability to make important decisions under pressure