Administrative Assistant

• Serve as the primary front desk representative for the Kent office, greeting employees, visitors, vendors, and guests in a professional and welcoming manner.
• Responsible for opening and closing the office each business day, ensuring the workspace is secured and prepared for employees and visitors.
• Answer and direct incoming phone calls in a professional and timely manner, providing general information.
• Provide day-to-day office support to the Kent workforce, including responding to general office needs, coordinating visitor access.
• Plan and coordinate Kent office events, engagement activities, travel, and meetings in collaboration with Human Resources and Marketing.
• Oversee current mailroom operations, including incoming and outgoing mail, package handling, and courier coordination.
• Supervise and provide day-to-day direction to the individual supporting mailroom operations.
• Coordinate office-service support for AEC deliverables, including document handling and reproduction coordination.
• Responsible for coordinating courier deliveries as needed, including transporting and delivering documents.

Office Manager

• Responsible for administrative tasks involved in conference planning, travel arrangements, and training registration
• Assists with a broad array of general administrative duties including scheduling of meetings
• Tracks and processes expense reports, invoices, and purchase orders
• Supports project management duties and document management
• Obtains & reviews competitive vendor quotes for office equipment/supplies
• Coordinates with other faculty and staff regarding supplies and events
• Supports social media strategy and website management
• Provides light note-taking support during meetings

• Strategic Calendar Command: You will transform the executive calendar into a curated roadmap, ensuring time is strictly allocated to Cape’s highest priorities while proactively resolving 100% of scheduling conflicts.
• Precision Logistics: You will own end-to-end domestic and international travel itineraries, managing every detail—from visas and time zones to ground transport—so that leadership travel is seamless and stress-free.
• Operational Velocity: You will reclaim hours of leadership’s weekly capacity by acting as a gatekeeper, problem solver, and a driver for ad-hoc special projects.
• Stakeholder Diplomacy: You will serve as a polished, professional point of contact for Cape’s internal teams and external customers, navigating high-stakes relationships with discretion and tact.

• Sort and distribute incoming mail once or twice per week.
• Scan all incoming checks and route them to appropriate staff once or twice per week.
• Serve as liaison with building management for office needs, conference room reservations and other staff requests.
• Create tax acknowledgment letters and assist the Development team with other special mailings or projects once or twice per week.
• Answer the office phone; retrieve and distribute incoming voicemails to staff.
• Monitor, respond to and route messages received through the organization’s general email inbox.
• Keep the NLP office workspace and files organized.
• Maintain the office supply, equipment, and swag/collateral inventory.
• Coordinate the mailing of supplies to staff and NLP swag/collateral to staff, educators, partners, and supporters.
• Assist in coordinating logistics for conferences that NLP staff attend, including shipping booth materials, collateral, and swag for events.
• Support staff with procurement needs, including securing travel reservations, making professional development purchases, procuring supplies, etc.
• Work on special projects and event support as assigned.
• Assist with accounts payable and administrative finance processes as assigned.

• Performing general office duties incorporating a variety of basic and routine clerical and secretarial duties in a clinical environment.
• Under direct/close supervision, performs a variety of basic and routine clerical and secretarial duties.
• Preparing and typing routine correspondence, form letters and reports
• Answering telephone & routing calls to the appropriate person
• Greeting visitors and patients as applicable and conducting them to the appropriate location or person as needed.
• Setting up and maintaining filing systems and basic databases as applicable.
• Completing forms and reports as required by the various company offices and outside vendors and agencies.
• Recording the minutes of meetings and providing the resulting documents as necessary.
• Making copies of correspondence and other printed matter as required by manager.
• Preparing purchase orders using the appropriate software application.
• Assisting with department/facility accounts receivable and accounts payable functions and responsibilities as needed.
• Distributing incoming mail.
• Maintaining calendar and daily schedules.
• Scheduling appointments & arranging meetings.
• Maintaining inventory of the necessary office forms and supplies.
• Assisting with various basic personnel administrative functions as needed.
• Acting as backup to other clerical personnel in office as needed.
• Assists in the collection of Patient Statistical Profile and Continuous Quality Improvement Data.
• Assists with month-end reporting requirements
• Assists in auditing records for ongoing compliance with medical records standards.
• Maintains accurate records of hospitalization, patient travel, etc. to facilitate coordination of patient scheduling, ancillary testing, etc.
• Prepares medical records for facsimile or mail related to travel, transplant, disability and others.
• Organizes travel for patients by contacting and providing requested medical records.
• Coordinates with transient patient paperwork.
• Coordinates transfer placements and confirmations along with Clinical Manager.
• Confirms admissions paperwork is completed and sent to designated department(s), such as billing, by collecting, faxing and scanning.
• Assist with medical appointment referrals and scheduling.
• Assist with transportation coordination and referrals.
• Ensures data entry has been completed for Crown Web. Related to ESRD 2728. ESRD 2746 and PART.

Clinic Administrative Assistant

• Own clinical scheduling and staffing needs:
• Build and release CAH RN schedule based on schedule of schedules timeline.
• Ensure all floors have adequate RN coverage taking into account:
• Licensing
• System access
• Training
• PTO, and call in management
• Coordinate with Operations, MSO (Medical Staff Office,) Payroll, and IT teams to support workflow continuity and organizational effectiveness.
• Ongoing validation of time and attendance in accordance to state laws.
• Review, validate, and complete monthly invoice.
• Maintain Hicuity’s education platform including:
• Adding and assigning new users.
• Removing termed users.
• Uploading nursing huddles.
• Tracking/monitoring completion rates.
• Maintain nursing competencies.
• Create and share competencies for new hires.
• Create and share competencies for cross training nurses.
• Tracking completion of competencies.
• Managing the access process for all CAH staff.
• Working in partnership with MSO team on CAH credentials/licensing.
• All other duties as assigned within scope.

Care At Home Administrative Assistant

• Plan, organize, implement and evaluate patient support services within Women's Health
• Supports program directors, managers and supervisors
• Ensure assigned programs and projects are effective and operating effectively
• Coordinate vendor relationships and maintain Swedish compliance standards
• Oversee staff as assigned
• Provide outstanding client and patient communication and customer service

Senior Administrative Coordinator – Doula Program

• Serves as primary administrative contact for upper management
• Provides support for daily upper management operations including meeting arrangements, travel and expenses
• Coordinates overall office functioning through inventory checks, space scheduling, event planning, event execution and paperwork processing
• Maintains master copies of organizational policy and procedure manuals and keeps them up-to-date
• Acts as a liaison between upper management and internal departments, ensuring effective communication and cohesion
• Maintains upper management calendars, contact lists and provides ad-hoc support as needed

Senior Administrative Assistant

• Provide support to the Academy Director and programs within the Academy of Educators (AoE)
• Perform project management to ensure all AoE programming/membership/awards is planned and implemented efficiently and effectively
• Coordinate and implement AoE programming/membership/awards including planning, scheduling, ordering, communication, A/V, website updates, agenda setting
• Plan events for AoE including Education Day, Teachfest Royale, Speed Mentoring/Networking, and social events
• Collaborate and coordinate with internal and external stakeholders for various logistical needs
• Assist with program evaluation and basic level data analysis including survey creation and data tracking
• Perform administrative duties to assist the AoE in running streamlined processes

Administrative Coordinator II

• Assist flight commanders in providing data as requested by the Commander's Support Staff in support of administrative programs.
• Assist flight commanders in the preparation, maintenance, and disposition of administrative reports and other correspondence.
• Act as the point of contact for all newly assigned aircrew; orient them regarding the basic functions of the organization, introduce them to key personnel, and schedule their initial training/orientation requirements.
• Coordinate with UDM to schedule required pre-departure training with the deploying personnel and their supervision.
• Provide deployment data/information that enables the UDM to schedule/coordinate with wing, base and higher headquarters offices on deployment issues and maintain mobility/training folders/documentation IAW DoD Foreign Clearance Guide, AFI 10-403, AFI 33-332, and guidance associated with Geographic Combatant Command/Major Command (MAJCOM)/Installation supplements, and locally developed guidance.
• Prepare and submit a list of requirements for purchase in support of aircrew deployment to the UDM and resource advisor.
• Provide aircrew pre-deployment/post-deployment mobility, logistics, security, ancillary training, medical, and dental requirements to the UDM.
• Assist flight commanders with data collection for deployment reporting in the Defense Readiness Reporting System (DRRS), Status of Resources and Training System (SORTS), and the Air Expeditionary Force Reporting Tool (ART) including Unit Type Code posturing and individual status updates and provide to commander and UDM.

Squadron Administrative Support Specialist

• Serves as primary administrative contact for upper management
• Provides support for daily upper management operations including meeting arrangements
• Coordinates overall office functioning through inventory checks and event planning
• Maintains master copies of organizational policy and procedure manuals
• Acts as a liaison between upper management and internal departments
• Maintains upper management calendars and provides ad-hoc support as needed

Senior Administrative Assistant – Private Asset Management

• Provides administrative support and coordinates activities for specific individuals or teams
• Maintains office inventory, facilitates supply orders and completes other general office duties
• Supports employees with various tasks related to onboarding, appointment setting and travel arrangements
• Provides meeting assistance through scheduling, presentation preparation and diligent note taking
• Handles various office tasks related to communication and organization
• Upholds organizational policy and procedures

Administrative Assistant – Private Asset Management

• Company calendar management
• Coordinate logistics and travel arrangements for conferences and speaking engagements
• Set up agendas for regular and ad hoc team meetings, take meeting minutes, and follow-up on key tasks when necessary
• Coordinate tours, visits, and tasting events for outside partners and investors
• Research projects related to the industry of plant-based and animal-based meat to support critical decision making with respect to funding, policy, strategy, and more
• Support leadership team with documentation coordination, and other duties as assigned
• Drafting emails, and other correspondence, when necessary
• Create and track confidentiality agreements and other formal documents using Adobesign
• Request and manage expiration of insurance information, NDAs, run credit checks and procure other documents
• Maintain, monitor and update a variety of databases, documents, certifications etc
• HR duties such as scheduling, correspondence, document and computer preparation, and other duties as assigned
• Assist the Controller with various financial tasks such as collections, data entry, filing, and other duties as assigned
• Assist the sales team with trade show event coordination, order and track swag, send samples, update target lists and CRM, monitor incoming company web inquiries
• Support sales team at trade shows (this travel is a not a requirement of the position, but a plus)
• Monitor daily schedules and vacation tracking for all staff
• Order office supplies, open, sort, scan, file, and distribute mail
• Run company errands as necessary. (mileage paid for)
• Assist with facilities requests such as replacing soap in the breakroom, routine maintenance checks, landlord requests, or getting the door for deliveries, etc
• Miscellaneous duties as assigned.

• Provide complex administrative support including but not limited to calendar management, events and meeting coordination and logistics planning, agenda and meeting minute management, action item and/or issue monitoring and tracking for team or project accountability
• Schedule and manage internal and external meetings, as well as team events
• Manage employee and external visitor onboarding processes and activities
• Draft, edit and proofread documents for content, spelling, grammar, and typographical errors
• Support preparation of reports and presentations as needed
• Create and maintain spreadsheets, and administrative standard procedures for the team
• Support travel, purchasing and expense reporting for the team
• Provide ongoing operational and administrative support

Senior Administrative Coordinator

• Coordinate household operations including cleaning staff, meal prep services, and vendors
• Ensure smooth daily home logistics for executive and partner
• Manage errands, personal requests, and day-to-day coordination
• Oversee pet-related scheduling and household needs
• Organize and maintain overview of multiple properties and recurring bills
• Track utilities, invoices, and payment schedules to ensure nothing is missed
• Assist in basic financial tracking and expense organization
• Maintain structured systems for personal and business obligations
• Plan and manage domestic and international travel end-to-end
• Provide itinerary breakdowns, cost summaries, and recommendations
• Handle bookings for flights, hotels, dining, and experiences
• Manage last-minute changes and travel disruptions
• Monitor and filter high-volume personal and business emails
• Identify priorities and provide daily/weekly email summaries
• Draft responses and coordinate follow-ups when needed
• Act as gatekeeper to protect executive time and focus
• Maintain structured calendars for executive and partner
• Coordinate meetings, personal commitments, and business obligations
• Anticipate scheduling conflicts and proactively resolve them
• Assist with personal gifting, reminders, and special events (birthdays, holidays)
• Help coordinate personal experiences and relationship activities (dinners, surprises, etc.)
• Support lifestyle organization to ensure efficiency and balance

Executive Administrative Assistant

• Communicate effectively with General Managers and other community leaders to provide ongoing support and guidance regarding Business Office Operations.
• Liaise with Head of FP&A, home office support teams, officials & vendors inside and outside of the organization.
• Conduct on-going training of the Lead Concierge roles and external business office support team to improve regulatory compliance and effectiveness of all business office functions.
• Audit regulatory files and developing report compliance.
• Collaborate with GMs and Community Directors to improve regulatory staff compliance.
• Demonstrate conflict resolution skills and commitment to continuous improvement.
• Educate regarding Relias Learning Management System to include password resets, revising supervisor access, training/support for users, troubleshoot problems as needed.
• Develop efficiencies that promote productivity, improve workflow, provide quality service and that demonstrate adherence to company’s values and hallmarks.
• Collaborate with Head of FP&A to align common goal and tasks.
• Electronically upload and implement all electronic filings for Employee and Resident Files within SharePoint to have all Business Office files electronically saved for efficiency.
• Process all area communities’ social security verifications and submit to external support team.
• Manage resources effectively.
• Scan all check deposits and send paperwork to external business office support for processing into Yardi.
• Handle all high-level resident and family complaints or issues.
• Practice effective team behavior.
• Collaborate with and back up other administrative team members, as needed.
• Efficiently submit documentation through DocuSign, updating templates when necessary.
• Managing appropriate Aegis account access for external support team and Lead Concierge within assigned communities.
• Working cross functionally with other departments (Regulatory/Accounting/Risk Mgmt., etc.) to establish and communicate new processes and best practices for Business Office Operations.
• Creating, developing and implementing revised processes for ABOM and external support team including appropriate training and materials.
• Special projects and other tasks as assigned.

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