Administrative Assistant

About the role

The Administrative Assistant provides comprehensive administrative and operational support to the Vice President of Risk & Safety. This position serves as a key coordinator for departmental initiatives, regulatory documentation, reporting, meetings, and communications, ensuring efficient operations across the Risk, Safety, Compliance, and Workers' Compensation functions.

Responsibilities

• Provide direct administrative support to the Vice President of Risk & Safety, including calendar management, meeting coordination, travel arrangements, expense reporting, and correspondence management.
• Prepare, maintain, and organize confidential records, reports, presentations, contracts, policies, incident documentation, and regulatory compliance materials.
• Cook up departmental meetings, safety committees, and leadership calls by scheduling meetings, preparing agendas, recording meeting minutes, and tracking action items to completion.
• Aid with the collection, compilation, and preparation of risk management, safety, workers' compensation, and regulatory compliance reports for executive leadership and operational teams.
• Serve as a liaison between the Risk & Safety department and facility leaders, regional teams, vendors, insurance carriers, and external partners to facilitate communication and timely follow-up.
• Maintain departmental projects, deadlines, and compliance requirements, ensuring timely completion of assigned deliverables and escalation of outstanding items when necessary.
• Support incident and claim management processes by maintaining accurate records, tracking documentation, and coordinating information requests from facilities, insurers, and legal partners.
• Develop and maintain spreadsheets, dashboards, presentations, and other reporting tools to support data analysis, operational reviews, and executive decision-making.
• Aid with policy administration, document control, and distribution of safety, risk management, and compliance-related communications across the organization.
• Identify opportunities to improve administrative workflows, documentation processes, and departmental efficiencies while maintaining a high level of accuracy, professionalism, and confidentiality.

Qualifications

• Minimum 3 years of administrative support experience, preferably supporting senior leadership.
• Advanced proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, and Outlook.
• Experience in healthcare, senior living, risk management, safety, compliance, or legal administration preferred.
• Strong organizational, communication, and project coordination skills.
• Ability to handle confidential and sensitive information with discretion.

Physical Demands

• Prolonged sitting with frequent use of a computer, telephone, and standard office equipment.
• Frequent visual focus for reviewing detailed documents, data, and reports.
• Occasional standing, walking, bending, and reaching to retrieve materials or attend meetings.
• Ability to lift and carry light items (up to 10–15 pounds), such as files and office supplies.
• Ability to communicate clearly and maintain focus in a fast-paced environment with frequent interruptions.

Benefits

PACS offers a comprehensive benefits package designed to enhance your well-being and support your lifestyle. Our Comprehensive Benefits Include:

• Health Coverage: Enjoy medical, dental, and vision plans to keep you and your family healthy.
• PTO and Vacation: Benefit from generous paid time off and holidays to relax and recharge.
• Financial Wellness: Take advantage of Health Savings Accounts (HSA) and Flexible Spending Accounts (FSA) to manage your healthcare expenses effectively.
• Retail Planning: Secure your future with our 401(k) plan, complete with company contributions to help you build your retirement savings.
• Support When You Need It: Our Employee Assistance Plan (EAP) provides confidential support for personal and professional challenges.

Join PACS

Elevate Healthcare with Us! PACS is elevating healthcare by revolutionizing our approach to leadership and quality care. Guided by our core values of love, excellence, trust, accountability, mutual respect, and commitment, we strive to foster a culture of compassionate care within our teams and the communities we serve. As we grow rapidly, exciting opportunities await you to engage in impactful projects and contribute valuable insights to stakeholders nationwide. If you're ready to make a difference and embrace our mission of creating real change, we invite you to join us at PACS. Together, let’s shape the future of healthcare!