Position Summary

The Administrative Support Specialist is a key member of the Home Office team, providing high-level administrative support across Operations, Legal, Finance/Accounting, and Sales/Marketing. This role ensures the smooth execution of daily operations, supports strategic initiatives, and supervises the Front Desk Administrative Assistant.  The ideal candidate is highly organized, detail-oriented, and proactive, with exceptional communication skills and a professional demeanor. This role requires discretion in handling confidential information and the ability to thrive in a fast-paced, dynamic environment.

Standards of Excellence

• Model the organization’s Principles, Values & Beliefs in all interactions with residents, families, team members, and external partners.

• Communicate with empathy, professionalism, and a strong service orientation.

• Balance priorities across resident satisfaction, associate engagement, and business performance.

• Adhere to all company policies, procedures, and regulatory guidelines.

Essential Responsibilities

Executive & Departmental Support

• Provide day-to-day administrative and project support to senior leaders across multiple departments.

• Coordinate meetings, prepare agendas, document meeting minutes, and track follow-up items.

• Manage scheduling, departmental correspondence, and internal communications.

• Act as a liaison between the Home Office and community-based teams.

Operations Support

• Monitor and support compliance with state and local licensing requirements.

• Maintain operational records and documentation.

• Assist in planning internal events, conferences, and executive travel logistics.

Legal Support

• Coordinate contract management, version control, and document tracking.

• Serve as first point of contact for contract-related inquiries across the organization.

• Support the legal team on transactions such as acquisitions, dispositions, and refinancing.

• Maintain legal platforms such as Agiloft, including user guides and training materials.

• Track vendor certificates of insurance and provide notary services.

Office Management

• Supervise and mentor the Front Desk Administrative Assistant.

• Oversee day-to-day office administration, supplies inventory, and vendor coordination.

• Maintain an organized, efficient, and professional office environment.

Interdepartmental Coordination

• Partner with HR on employee engagement initiatives and event support.

• Assist Finance/Accounting with administrative tasks, reporting, and vendor follow-up.

• Support Sales/Marketing with presentations, document management, and coordination of marketing events.

• Assist with company-wide projects and initiatives as assigned by the COO.

Required Knowledge, Skills & Abilities

• Strong relationship builder with excellent interpersonal skills.

• Exceptional written and verbal communication skills.

• Highly organized, able to manage complex schedules and competing priorities.

• Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint), video conferencing tools, and basic CRM or data systems.

• Comfortable handling confidential information with discretion and sound judgment.

• Able to anticipate needs, identify problems, and implement effective solutions.

• Flexible and dependable; may require occasional early/late hours or limited weekend work.

Education & Experience

• Minimum 5 years of experience in an executive administrative role supporting senior leadership, preferably in a corporate or multi-departmental environment.

• Prior experience supervising or mentoring staff is strongly preferred.

• Proficient in Microsoft Office; experience with contract management systems (Agiloft preferred).

• Notary Public certification (or ability to obtain upon hire).

Travel Requirements

This role may require occasional travel for training, conferences, company events, or other business-related purposes. Reasonable notice will be provided.

Work Environment

This is a full-time, on-site position located at our Home Office. The role requires a high level of professionalism and flexibility, and occasional extended hours may be necessary to meet business needs.

What’s in it for me? (Great Question!)

• Competitive pay: $31.00-$40.00/Hr. Based on Experience
• Healthcare Benefits including Vision & Dental 
• Matching 401k 
• Paid Time Off
• Rewards and Bonus Opportunities
• Continuous Training and Growth Opportunities

What do we do?

We create a great place to live for our residents and a great place to work for our associates.  Kisco Senior Living has been a dynamic, award-winning leader in the senior living industry for the past 25 years.

All offers of employment are subject to satisfying our pre-employment process which includes: successfully passing a drug screen, TB Test and Background Check

*Kisco Senior Living is an Equal Opportunity Employer*