Administrative Assistant

We’re looking for an organized and detail-oriented Administrative Assistant to be the welcoming face of Vergennes Grand. In this role, you’ll provide essential support to the management team while ensuring smooth daily operations at our front desk. From answering calls and greeting visitors to managing schedules and assisting with administrative tasks, you’ll help keep our community running efficiently.
 
Job type: Full-Time
Schedule: Mon-Fri  | 9 AM - 6 PM

Duties & Responsibilities:

Administration:

• Answer and direct incoming phone calls with professionalism and warmth.
• Assist in scheduling employees using Paycom and maintain records of time-off requests, absenteeism, and tardiness.
• Communicate daily staffing needs with department directors.
• Book meeting rooms for staff and residents and update assigned Outlook calendars.
• Participate in meetings, taking detailed minutes as requested.
• Draft and distribute emails, correspondence, and internal memos.
• Prepare regularly scheduled reports and maintain office policies and procedures.
• Order office supplies and research pricing for the best deals.
• Maintain and update contact lists and phone directories.
• Reconcile expense reports and assist with vendor coordination.
• Provide general support to visitors and act as a point of contact for residents.
• Manage house accounts for the Café/Marketplace and review balances monthly.
• Provide basic technical support for staff, including assistance with the Electronic Medical Record, e-learning, and Microsoft Office applications.
• Enroll new staff in technology applications and provide orientation and training.

• Support other departments as needed.
• Maintain organization and cleanliness in the work area.
• Report maintenance and safety concerns promptly.
• Participate in required staff training and uphold confidentiality and professionalism.

• Proven experience as an administrative assistant or office administrator.
• Strong knowledge of office management systems and procedures.
• Proficiency in Microsoft Office, especially Excel and PowerPoint.
• Excellent time management skills and ability to prioritize tasks.
• Strong attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Ability to multitask in a dynamic environment.