Home Office Administrative Assistant ID - 10340
Overview
Presbyterian Homes & Services - Home Office is seeking an Administrative Assistant for its team.
The Administrative Assistant provides high-level administrative support to leadership, ensuring efficient scheduling, meeting coordination, document management, reporting, and financial processing. The Administrative Assistant plays a key role in office operations, communication, and supporting leadership needs by managing multiple priorities while maintaining professionalism and confidentiality.
This is an in-office position (Roseville, Minnesota) that supports designated leadership team members or functions.
REPORTING STRUCTURE
The Administrative Assistant reports to the assigned Home Office function leader or designee.
The Administrative Assistant works collaboratively with PHS Management staff, Site Leaders, and functional directors of assigned areas of accountability.
Responsibilities
Responsibilities include but are not limited to:
- Create a positive customer experience by prompt attention to service requests that also includes communicating the completion of assigned tasks. Anticipate and act accordingly to re-occurring customer needs. Establish and maintain effective communication systems with all customers and staff.
- Manage and maintain leadership calendars, scheduling meetings and appointments.
Coordinate and support meeting logistics, including room setup, virtual meeting links, and meal arrangements. Prepare and distribute meeting agendas and materials (e.g., FounX). - Process expense reports and reconcile leadership expenses. Ensure propre document and timely submission to the finance team.
- Handle invoice processing and check requests, ensuring accuracy and timely submission.
- Review, reconcile, and approve employee transactions in the designated HR technology for time and attendance (e.g.,Dayforce) as needed.
- Compile summaries and reports to support organizational needs.
- Prepare and distribute designated reports as assigned.
- Track and report on key reporting areas (KRA) or other designated external data.
- Maintain organized filing systems (electronic and physical) for document management and retrieval.
- Arrange travel accommodations for leadership, including flights, hotels, and transportation.
- Assist in planning and executing special events and meetings.
- Provide general administrative support as assigned, ensuring efficiency in day-to-day operations.
- Assist with correspondence, communication, and office coordination.
- Provide excellent customer service by addressing inquiries professionally and efficiently.
- Assist in coordinating internal communications and distributing company-wide updates as requested.
- Partner with vendors, service providers, and building management to address operational needs, as requested.
- Synergize department goals with organizational goals by actively participating in department activities, meetings, and processes. Assist in the orientation of new team members as assigned. Effectively collaborate with department.
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Qualifications
- High school diploma or equivalent required; associate's or bachelor's degree preferred.
- Two (2) years of administrative or office support experience.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office technology.
- Strong organizational and time management skills, with the ability to multitask effectively.
- Excellent written and verbal communication skills.
- High attention to detail and problem-solving abilities.
- Ability to work independently while also collaborating as part of a team.
- Professional demeanor and ability to handle confidential information with discretion.
- Demonstrated ability to read, write, speak, and understand the English language to communicate with all customers.
Pay Range
The estimated starting pay range for this role is $23.87-28.69 per hour. This good faith estimate is based upon PHS's typical starting pay range for this role. Actual pay range depends on many factors including each individual employee's qualifications and market conditions and is subject to change.
Benefits
Full-time benefits-eligible employment begins at a minimum of 30 hours per week:
- Health, and dental, including applicable HSA & FSA
- Employer Contribution to HSA for eligible Health Plans
- Life insurance (AD&D)
- Retirement, with eligibility for an employer match
- Holiday pay and extended sick
Full and Part-time benefits-eligible employment working between 20-29 hours per week:
- Vision insurance
- Voluntary short-term & long-term disability
- Accident & hospitalization coverage
- Education assistance programs
All employees:
- Accrue PTO (Paid time off)
- Same-day pay
- Employee assistance program (EAP)
- College partnership educational discounts
- Access to Learn to Live Resources
About PHS
Based in St. Paul, Minnesota-Presbyterian Homes & Services (PHS) is a nonprofit, faith-based organization providing a broad array of high-quality housing choices, care options and services for older adults. There are over 7,500 team members like you at PHS, serving more than 26,000 older adults through 60+ PHS-affiliated senior living communities in Minnesota, Iowa and Wisconsin, and through Optage® and other community services. PHS is also co-owner of Genevive®, the largest geriatric primary care practice in MN, providing comprehensive care for over 15,000 older adults.
An Innovative Leader: Established in 1955, PHS has earned the reputation as an Innovative Leader dedicated to promoting independence, purposeful living, and overall well-being. PHS is now one of the largest nonprofit senior housing and services providers in the US.
Our strong focus on our employees, means we are committed to an environment where you are valued and empowered to make a difference. With a strong commitment to team growth from within, roughly 80% of leadership roles are filled through the development of people like you. To learn more about PHS culture, benefits and team development, we invite you to visit the "Careers" section of our website.
Let's get you started.
PHS is an EEO/AA employer. All applicants will receive consideration for employment regardless of their race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, or status with regard to public assistance.
