Administrative Assistant

3 weeks ago

Asheville, United States Deerfield Episcopal Retirement Community Full time
Job DescriptionJob DescriptionSalary:

 Come explore Deerfield Episcopal Retirement Community as our Administrative Assistant.  This role is an exceptional opportunity for an administrative professional to add his/her excellence, care and organizational capabilities to our Deerfield team.   Deerfield is an outstanding senior living community with a resort-like atmosphere, exceptional amenities, and great quality of life for our residents and staff.   The Administrative Assistant performs a variety of administrative and support activities supporting Deerfield in beautiful Asheville, North Carolina on our 125-acre campus nestled in the Blue Ridge Mountains. The individual will report to the Executive Assistant to the President/CEO. Our new Administrative Assistant will provide exceptional service to Deerfield residents, internal customers (staff) and external customers (future residents, vendors and guests) as part of our administrative support team.  

 

The administrative assistant serves at the initial point of contact for guests of the Deerfield administration offices, greeting guests for our marketing, finance, and leadership offices.  Our administrative assistant provides preliminary support and answers on a wide variety of Deerfield services and programs, and directs questions to appropriate people and teams as needed.  

 

The Administrative Assistant supports marketing work by greeting incoming guests and providing preliminary information to create a place of warmth and hospitality, and provides backup support to a variety of Deerfield departments, serving as a resource of information and support for teams such as spiritual life, resident life and finance.  

 

Other day-to-day duties include:  

  

Resident Relations 

  • Support great communication with the Deerfield Residents Council by creating and maintaining an annual organization grid, saving and posting minutes of committee meetings, and handling printing and office needs for committee meetings and events.  
  • Support the Residents Council election process 
  • Distribution of committee materials to residents and/or staff as needed 
  • Coordination of resident services such as resident nametags and assisting with directory edits and distribution/printing 
  • Provide essential administrative support to appropriate parties when a resident passes, including notifications, expressions of condolence and other business-related items 
  • Provide services for residents such as copying, faxing, mailing items, and serve as resource for residents’ general inquiries.   

 

Office Support 

  • Coordinating vendor support for office equipment such as copiers, water coolers, postage machine, shredding service and other essential office services 
  • Ordering supplies for administration offices 
  • Distributing daily mail and handling all departmental shipping needs 
  • Placing work orders for staff and residents 
  • Editing of communications, documents, and publications for staff as needed 
  • Downloading/editing of new resident photos to photo directory and load onto the Deerfield resident intranet, MyDeerfield 
  • Notarize documents 
  • Manage conference space for admin areas, including ordering catering services as needed 
  • Provide support to the front desk/concierge services through back-office support or providing relief/routine coverage for the main front desk of Deerfield’s busy Community Center.  
  • Provide administrative and office support, such as typing, spreadsheet creation, creating PowerPoint and other presentation materials, and maintenance of filing system and contacts database 
  • Maintain professionalism and strict confidentiality with all materials 
  • Support Executive Assistant with special projects and general administrative tasks. 

 

Required skills and qualifications 

  • Two or more years of experience in an administrative role  
  • Excellent written and verbal communication skills 
  • Strong time-management skills and an ability to organize and coordinate multiple concurrent projects 
  • High level of proficiency with office productivity tools and an aptitude for learning new software and systems 
  • Flexible team player, willing to adapt to changes and unafraid of challenges 
  • Ability to maintain confidentiality of information related to the company and its employees 
  • High level of proficiency in Microsoft Office Suite 
  • Current notary certification desired, but willingness to become a notary required 

 

Our residents and staff make this an incredible place to work and we can't wait to add our new Administrative Assistant to our team.  

  

Deerfield employees enjoy a full suite of benefits including PPO health insurance (no high deductible plans), dental, vision, 403(b) with employer match, generous time away, professional development, and scholarship opportunities.  In addition, our employees enjoy access to many community amenities and a workplace culture that seamlessly blends heart and mind.    

  

Deerfield is faith-based, nonprofit, open to all, and provides a continuum of services to empower residents to live life to the fullest. We enrich the lives of those who live and work at Deerfield and commit to be a leader in the field of aging services.  We provide a non-smoking campus and our employees provide either proof of COVID vaccine or provide a validated religious or medical exemption form.  All new employees must successfully complete a background check and drug screen as part of our onboarding process.   

  

Deerfield is committed to providing access, equal employment opportunity and reasonable accommodation for individuals with disabilities in all aspects of our employment, our services, programs and activities.  To request reasonable accommodation or for additional information, contact us at askhr@deerfieldwnc.org. 

  

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