Admin Support Specialist

Administrative Support Specialist

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.

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.

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.

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.

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.

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.

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.

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.

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).

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

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.

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

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