Home Office Administrative Assistant

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 STRUCTUREThe 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.

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:

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