Administrative Assistant I/II

Administrative Assistant

The Administrative Assistant provides comprehensive administrative and operational support to ensure the efficient operations of teams across the organization. This role is responsible for managing schedules and calendars, coordinating internal and external communications, preparing and maintaining documents and reports, and supporting day-to-day office and business activities. The position also assists with meeting coordination, information flow, and process organization, helping leaders and teams stay focused on priorities while ensuring accuracy, timeliness, and a high level of professionalism in all interactions.

Essential Accountabilities

• Performs general administrative duties such as data entry, filing, copying, scanning, and document preparation.
• Manages calendars, schedules meetings, and coordinates logistics for team activities.
• Answers phones, routes inquiries, and responds to routine emails.
• Prepares basic reports, correspondences, and presentations using standard templates.
• Orders office supplies and maintain office organization.
• Provides customer service support to internal and external stakeholders.
• Consistently demonstrates high standards of integrity by supporting the Lifetime Healthcare Companies' mission and values, adhering to the Corporate Code of Conduct, and leading to the Lifetime Way values and beliefs.
• Maintains high regard for member privacy in accordance with the corporate privacy policies and procedures.
• Regular and reliable attendance is expected and required.
• Performs other functions as assigned by management.

Level II (in addition to Level I Accountabilities)

• Manages complex calendars for meetings invitations, conference engagements, travel accommodations and appointments for leaders.
• Drafts, reviews and formats correspondences, reports, and presentations.
• Tracks deadlines, follows up on all action items, and maintains departmental records.
• Supports budgeting, expense reporting, and invoice processing.
• Assists in arranging on and off-site meetings, arranges for audio-visual equipment and other related resources.
• Coordinates onboarding logistics and training schedules.
• Serves as liaison between the department and other internal teams.
• Identifies process improvements and recommend more efficient workflows.
• Consistently handles sensitive and confidential information with discretion.

Minimum Qualifications:

NOTE: We include multiple levels of classification differentiated by demonstrated knowledge, skills, and the ability to manage increasingly independent and/or complex assignments, broader responsibility, additional decision making, and in some cases, becoming a resource to others. In addition to using this differentiated approach to place new hires, it also provides guideposts for employee development and promotional opportunities.

All Levels

• HSD or GED required.
• Administrative, office support or customer service experience preferred.
• Basic understanding of office procedures and administrative practices
• Basic office software proficiency (Word, Outlook, Excel)
• Demonstrated ability to communicate effectively, both verbally and in writing.
• Basic ability to prioritize with minimal oversight
• Basic customer service, problem solving and time management skills
• Understanding of confidentiality and professional workplace conduct
• Basic critical thinking ability
• Intermediate level attention to detail
• Ability to follow established procedures, policies, and workflows

Level II (in addition to Level I Qualifications)

• Two (2) years of administrative or related experience required.
• Associates degree in a related field or administrative coursework preferred.
• Intermediate proficiency in Microsoft Office and collaboration tools (Teams, SharePoint, etc).
• Intermediate organizational, time management, and problem-solving skills.
• Ability to manage multiple priorities with minimal supervision.
• Demonstrated professional communication and interpersonal skills.