Administrative Assistant
Job Type: Full-Time
Work Hours: Monday to Friday, 9:00 AM to 5:30 PM Central Time, with a 30-minute break
Salary: $1,600 per month
Job Overview:
We are seeking a highly organized and detail-oriented Administrative Assistant to support corporate operations by maintaining accurate records, trackers, schedules, and recurring deadlines. The ideal candidate will be comfortable coordinating across multiple departments, managing documentation, and following up on outstanding items. This role will support acquisition and transition activities, contracts and insurance records, licensing and regulatory documentation, policy management, reporting, and general administrative tasks while ensuring stakeholders have clear and timely updates.
Key Responsibilities:
- Acquisition & Transition Administration
- Maintain the master acquisition and transition tracker, including status, owners, due dates, risks, and outstanding items.
- Schedule transition meetings, coordinate calls and site visits, take notes, and distribute follow-up items to stakeholders.
- Organize transition data rooms and folders; update request lists and mark documents received.
- Maintain transition checklists and track missing documents by community and department.
- Operational Trackers & Reporting
- Build and maintain project trackers, weekly status reports, milestones, risks, deadlines, and overdue-item escalations.
- Maintain community leadership rosters, master community information, emergency contacts, and distribution lists by role, region, and department.
- Maintain recurring reporting calendars and coordinate reminders with responsible departments.
- Create simple executive summaries and administrative reports from approved source information.
- Contracts, Insurance & Legal Administration
- Maintain a centralized contract database, executed agreement files, renewal dates, notice periods, and key terms.
- Maintain insurance renewal, certificate-of-insurance, claims-document, and vendor-obligation trackers.
- Organize files and document requests for outside counsel and maintain legal matter or litigation trackers under leadership or counsel direction.
- Track legal deadlines and document requests and promptly escalate upcoming or overdue items.
- Licensing, Regulatory & Policy Records
- Maintain community license and certification trackers, renewal dates, required filings, packet requirements, and regulatory contacts by state.
- Track surveys, inspections, Plans of Correction, fines, penalties, and related follow-up deadlines based on instructions from authorized leaders.
- Organize regulatory correspondence, renewal documents, and required attachments.
- Maintain the centralized SOP and policy library, including review dates, document naming, and version control.
- General Administrative Support
- Coordinate meetings, calls, travel arrangements, itineraries, and contact lists as assigned.
- Maintain SharePoint folders and document libraries using consistent naming and access practices.
- Order approved new-hire welcome gifts, business cards, and name tags for home-office staff.
- Provide responsive administrative support and communicate status updates clearly to internal stakeholders.
Qualifications:
- Two or more years of administrative, operations, project-coordination, or records-management experience.
- Strong experience with spreadsheets, shared drives, document libraries, calendars, trackers, and recurring deadlines.
- Proficiency with Microsoft 365, including Excel, Outlook, Teams, and SharePoint; Monday.com or similar tools preferred.
- Excellent written English, data accuracy, file organization, and follow-up habits.
- Experience in senior living, healthcare, property operations, acquisitions, licensing, or compliance administration is preferred.
Core Competencies:
- Highly organized and process-oriented.
- Accurate data entry and document control.
- Strong deadline management and escalation judgment.
- Professional communication across departments and time zones.
- Ability to manage several trackers and recurring workstreams without losing detail.
Success Measures :
- Trackers, rosters, records, and document libraries remain current and accurate.
- Transition meetings and follow-up items are scheduled and documented on time.
- Renewals, deadlines, missing records, and risks are escalated before they become overdue.
- Stakeholders receive dependable weekly status visibility.
Role Scope:This is an administrative coordination role. The position does not provide legal advice, interpret regulations, approve contracts, or make compliance determinations.
Note: An NBI or police clearance will be required upon acceptance of the job offer.
