Administrative Assistant (24 hours per week)

Founded in 2018, Vitae is a growing multi-specialty provider group dedicated to delivering high-quality care to residents in skilled nursing and long-term care communities. Our clinicians provide integrated services across internal medicine, psychiatry, psychotherapy, and podiatry, working closely with facility leadership and a collaborative, multidisciplinary team to address complex medical and behavioral health needs. Today, Vitae supports more than 300 facilities across the Midwest and East Coast, offering providers the opportunity to practice in a team-based environment while making a meaningful impact on an often-underserved population.

Key Responsibilities

• Greet visitors and maintain a welcoming, professional office environment
• Answer and route incoming phone calls and emails
• Manage conference room scheduling and assist with meeting coordination
• Oversee day-to-day office operations, ensuring a professional, welcoming, and well-functioning work environment
• Manage supply ordering and inventory management, maintaining appropriate stock levels and managing vendor relationships
• Serve as the primary point of contact for building management, IT vendors, and facilities to coordinate maintenance, repairs, and technology needs
• Manage mail, shipping, receiving, and courier services, ensuring timely distribution and accurate tracking of deliveries
• Cookordinate on-site and off-site meetings for departments and leadership
• Keep shared spaces organized, stocked, and functional
• Aid with coordinating office lunches, meetings, and special events, including setup and cleanup
• Plan and execute internal events, including team gatherings and holiday parties, from concept through execution
• Track event budgets and manage vendor contracts and payments
• Support administrative, operational, and special projects that improve office processes and the overall workplace experience
• Prepare and maintain reports, spreadsheets, databases, filing systems, and other business documents
• Maintain office records, contact lists, and internal tracking systems
• Aid with internal communications, office coordination, and cross-functional team collaboration
• Perform other administrative duties and special assignments as needed
• Assist with office technology support
• Assist employees with basic office technology and equipment needs
• Troubleshoot common workstation, printer, or Microsoft Teams issues, coordinate with IT support when necessary
• Learn and adapt to new software and systems quickly and serve as a resource for the team

Requirements

• High school diploma or equivalent; additional education is a plus
• 2+ years of administrative, office support, or office support experience preferred
• Exceptional organizational and time management skills with strong attention to detail
• Demonstrated ability to manage multiple priorities and work effectively under pressure
• Strong written and verbal communication skills; professional and polished demeanor
• High level of discretion and sound judgment when handling confidential information
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); comfort with technology and willingness to learn new software and systems
• Experience with event planning or coordination is a plus

What We're Looking For

• Exceptional attention to detail and accuracy
• Hightly organized and able to prioritize multiple responsibilities
• Takes initiative and works independently with minimal supervision
• Resourceful and enjoys solving problems
• Communicates professionally with employees, executives, vendors, and guests
• Learns new technology and systems quickly
• Takes ownership of their work and follows through to completion
• Maintains a positive attitude and strong customer-service mindset
• Thrives in a collaborative, fast-paced environment and continuously looks for ways to improve processes and support the team

Key Competencies

• Professionalism and integrity
• Organizational and time-management skills
• Effective written and verbal communication
• Critical thinking and problem-solving
• Adaptability and flexibility
• Initiative and accountability
• Collaboration and teamwork
• Reliability and punctuality
• Ability to work independently while supporting the needs of the team

Benefits

• Equal Opportunity Employer