Come work with us!
Generations is a family‐owned and operated business whose success is built on a long and distinguished family legacy of service excellence to seniors, going back to 1943. Dedicated to a culture of empowerment, vitality, effectiveness, heart, and mission (Enhancing Lives and Celebrating the Excitement of Living!), with each of us bringing unique gifts and complementary skills, our team supports, guides, and serves our senior living communities across California, Colorado, Oregon, Utah, and Washington. We are a family caring for families, focused on our 5 Cherish Values and service with character, and simply unlike any where you have ever worked. Come find a home with us.
General Job Summary:
The Generations Administrative Assistant facilitates the smooth running of the office and a cohesive team. They are the first face of Generations LLC, and represent the standards of front desk reception for each of our communities. Performs routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
Essential Tasks and Responsibilities of the job include:
- Use computers for various applications, such as database management or word processing.
- Happily and promptly answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Create, maintain, and enter information into databases.
- Work produced by the Executive Assistant needs to be consistently accurate, professionally formatted and timely.
- Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
- Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
- Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
- Maintain scheduling and event calendars.
- Complete forms in accordance with company procedures.
- Schedule and confirm appointments for clients, customers, or executors
- Coordination of executive travel to include but not limited to CEO, President, and VP
- Provide Personal Assistance to the executive team
- Make copies of correspondence or other printed material.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
- Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
- Open, read, route, and distribute incoming mail or other materials and answer routine letters.
- Direct Support to Director of Community Relations
- Other duties as assigned to meet business needs
- Performs all other duties as required
- Active Learning- Understanding the implications of new information for both current and future problem-solving and decision-making.
- Active Listening- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Critical Thinking- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- Learning Strategies- Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
- Reading Comprehension- Understanding written sentences and paragraphs in work related documents.
- Speaking- Talking to others to convey information effectively.
- Writing- Communicating effectively and professionally in writing as appropriate for the needs of the audience.
- Actively looking for ways to help people.
- Adjusting actions in relation to others’ actions.
- Being aware of others’ reactions and understanding why they react as they do.
- Bringing others together and trying to reconcile differences.
- Teaching others how to do something.
Complex Problem-Solving Skills:
- Complex Problem Solving- Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
- Technology Design – Generating or adapting equipment and technology to serve user needs.
- Troubleshooting – Determining causes of operating errors and deciding what to do about it.
Tools and Technology:
Strong working knowledge of:
- Notebook/tablet computers and laptop computers
Qualifications and Skills Required (Minimum qualifications):
Education: 2-year Degree or vocational certificate required
Experience: Previous experience working in a similar role required