Job Details

Summary:

The Administrative Assistant - Courtyard assists with the administration of the day-to-day operations of the functions and duties of the Courtyard. The Administrative Assistant contributes to the accomplishment of the Courtyard's practices and objectives that will provide a high performance culture that emphasizes empowerment, quality, productivity and standards, goal attainment, and the ongoing development of a superior workforce. The Administrative Assistant carries out responsibilities in some or all of the following functional areas: departmental development, employee relations, resident relations, training and development, and executive administration.

Essential Functions:

• Performs tasks at the direction of the Administrator.
• Serves as administrative assistant to the Administrator; formats and types correspondence, forms reports; composes routine correspondence; compiles data for reports; takes and transcribes meeting minutes; prepares agendas and meeting notices; schedules meetings; provides other support as requested.
• Maintains the Administrator's calendar; screens appointment requests; makes travel, conference and meeting arrangements. Opens, screens, and routes mail; gathers, compiles, calculates, and summarizes information.
• Coordinates employee safety, welfare, wellness, benefits, and health programs.
• Receives and processes personnel action forms.
• Acts as liaison with payroll, accounting, and Human Resources.
• Tracks completion of time sheets; Distributes copies as appropriate.
• Assists the Administrator with various research projects and/or special projects.
• Maintains information and makes copies for appropriate departments and personnel files.
• Ensures confidentiality of designated materials; Models appropriate and cooperative behavior and uses tact in dealing with sensitive materials.
• Answers incoming phone calls; directs inquiries as appropriate; answers procedural questions; directs inquiries as appropriate; takes messages; interacts in person or on the phone with employees who may be distraught or angry.
• Organizes and maintains a variety of files; tracks deadlines; ensures confidentiality of designated materials.
• Maintains current knowledge of rules, regulations, laws, and procedures by attending conferences, workshops, and reading current publications.
• Regular attendance.
• Travel and work overtime as required.

• Models appropriate and cooperative behavior, including protecting confidential information consistent with Company and ethical guidelines.
• May purchase refreshments for meetings and conferences; prepare meeting room and arrange refreshments; clean up after meeting.
• Performs related duties consistent with the scope and intent of the position.

• Experiences frequent interruptions; required to meet inflexible deadlines; requires concentration and attention to detail; requires a high level of organizational and prioritization skills; may occasionally deal with distraught or difficult individuals.
• Requires ability to maintain absolute confidentiality of information received.
• Required to sit for prolonged periods; exposed to visual display terminal for prolonged periods; dexterity and precision required in the operation of a computer.
• Ability to handle multiple phone lines.
• Ability to lift up to 25 pounds.

• Commitment to the Company's mission.

• High school diploma or GED. Additional education and/or training is preferred.
• Education, training, skills, and experience necessary to carry out assignments, including training in office procedures, and two (2) to four (4) years of increasingly responsible administrative assistant experience that includes customer service.
• Ability to read, write, speak and communicate effectively. Demonstrated skill in correct grammar, spelling, and English usage.
• Knowledge of general office procedures. High-level of computer skills. Demonstrated skill in operating a computer and ability to learn the use of specific software programs including word processing, Excel, spreadsheet, and desk top publishing. Ability to format and compose computer correspondence and documents.
• Ability to set up and maintain accurate filing systems.
• Ability to coordinate and schedule events.
• Skill in telephone and in-person reception.
• Skill in effective customer service and public relations.
• Ability to attend to detail and follow tasks through to completion.
• Ability to organize and set priorities for work.
• Ability to work with minimum supervision.
• Ability to establish and maintain effective relationships with co-workers, administrative team, and the public.