Administrative Assistant – Executive Support

Administrative Assistant – Executive Support

StoryPoint Group - Danbury North Canton Home Office

Position Summary

The Administrative Assistant provides administrative, organizational, and clerical support to the Executive Assistant of the organization. This position plays an important role in ensuring the smooth and efficient operation of the executive administrative function by assisting with scheduling, correspondence, document preparation, meeting coordination, travel arrangements, and special projects.

The ideal candidate is highly organized, detail-oriented, proactive, and able to manage multiple priorities while maintaining the highest level of professionalism, confidentiality, and customer service. This individual will serve as a trusted administrative resource and help ensure the Executive Assistant has the support necessary to effectively serve the organization's executive leadership team.

Essential Duties and Responsibilities

Executive Administrative Support

• Provide day-to-day administrative support to the Executive Assistant.
• Assist with managing calendars, scheduling meetings, coordinating appointments, and resolving scheduling conflicts.
• Prepare, format, proofread, and organize correspondence, reports, presentations, spreadsheets, and other executive documents.
• Maintain organized electronic and physical filing systems.
• Assist with preparing agendas, meeting materials, and follow-up documentation.
• Coordinate meeting logistics, including conference rooms, technology, catering, and attendee communications.
• Track deadlines, outstanding requests, and follow-up items to ensure timely completion.
• Assist with managing incoming calls, emails, and administrative requests as directed.

Organizational and Operational Support

• Assist with coordinating executive meetings, leadership events, company initiatives, and special projects.
• Support the preparation and distribution of company communications and announcements.
• Maintain administrative trackers, contact lists, organizational charts, and other departmental records.
• Assist with expense reports, invoice processing, purchase requests, and other administrative financial documentation.
• Coordinate travel arrangements, including flights, hotels, transportation, and itineraries as needed.
• Assist with ordering office supplies and maintaining an organized executive office environment.
• Provide administrative support for projects and initiatives across the organization as assigned.

Senior Living Operations Support

• Assist with coordinating communications and administrative requests between the executive office, regional leadership, community leadership, and support departments.
• Help organize information, reports, and documentation related to community operations and organizational initiatives.
• Assist with preparing materials for leadership meetings, operational reviews, and company-wide events.
• Support special projects related to resident experience, employee engagement, community performance, and organizational growth.
• Maintain awareness of the unique needs and priorities of a senior living organization, including the importance of resident-centered service and regulatory compliance.

Communication and Professionalism

• Communicate professionally and effectively with executives, department leaders, community teams, vendors, residents, and families when appropriate.
• Handle sensitive information, confidential documents, and executive communications with discretion.
• Demonstrate a positive, solutions-oriented approach when responding to requests and changing priorities.
• Represent the executive administrative office with professionalism, dependability, and a commitment to service excellence.

Qualifications and Experience

• High school diploma or equivalent required; associate degree or additional administrative training preferred.
• Two or more years of administrative assistant, office coordination, or executive support experience preferred.
• Experience in senior living, healthcare, hospitality, or a multi-location organization is a plus.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple assignments, prioritize deadlines, and work independently.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Strong interpersonal skills and a professional, service-oriented attitude.

Key Competencies

• Organization and Time Management: Effectively manages competing priorities and ensures deadlines are met.
• Attention to Detail: Produces accurate, polished, and professional work.
• Confidentiality and Discretion: Handles sensitive executive and organizational information appropriately.
• Communication: Communicates clearly and professionally with all levels of the organization.
• Initiative: Anticipates needs, identifies opportunities to improve processes, and takes ownership of responsibilities.
• Adaptability: Remains flexible and composed in a fast-paced, changing environment.
• Teamwork: Builds strong working relationships and supports the success of the executive administrative team.
• Service Excellence: Demonstrates a commitment to supporting the organization, its employees, and the residents it serves.

Success Measures

Success in this position will be demonstrated through:

• Consistent, reliable administrative support to the Executive Assistant.
• Timely and accurate completion of assigned tasks and projects.
• Well-organized schedules, meetings, records, and documentation.
• Effective communication and follow-through with internal and external stakeholders.
• Ability to anticipate needs and proactively address administrative priorities.
• Improved efficiency and organization within the executive administrative function.
• Demonstration of professionalism, discretion, and alignment with the organization's mission and values.

Position Expectations

The Administrative Assistant is expected to demonstrate flexibility, initiative, accountability, and a strong commitment to supporting the overall success of the executive administrative team. While the primary reporting relationship is to the Executive Assistant, the position may provide additional administrative support to executive leadership and other departments as business needs require.

This job description is intended to describe the general nature and level of work performed. Duties and responsibilities may be modified as organizational needs evolve.

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