Administrative Management, Administrative Skills, Assisted Living, Calendar Management, Communication Skills, Content Management Systems (CMS), Customer Support/Service, Detail Oriented, Documentation, Establish Priorities, Executive Assistant Skills , HIPAA (Health Insurance Portability and Accountability Act), Healthcare, High School Diploma, Infection Control, Interpersonal Skills, Leadership, Lift/Move 50 Pounds, Long-Term Care, Multitasking, Nonprofit, Nursing, Onboarding, Operational Communications, Operational Support, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Regulatory Compliance, Regulatory Requirements, Safety Process, Team Player, Time Management, Writing Skills
When the right group of thinkers, doers, and caring folks come together, great things can happen. Westminster Village is proud to call upon the expertise, experience and leadership of an amazing group of people. The mission of Westminster Village is to provide exceptional services that promote the overall wellness of seniors in the Greater Lafayette community. As a nonprofit Continuing Care Retirement Community (CCRC), we offer a full continuum of care including independent living, assisted living, memory care, and healthcare services, tailored to the evolving needs of seniors. We are committed to enhancing lives, sharing resources, and collaborating with local organizations to foster a supportive, vibrant, and inclusive community.
- High school diploma or equivalent
- Strong organizational, multitasking, and time-management skills
- Excellent verbal and written communication skills
- Ability to maintain confidentiality and exercise discretion
- Proficiency in basic computer applications (Microsoft Office, email, scheduling systems)
Preferred
- Experience in a skilled nursing facility, long-term care, or healthcare environment
- Prior experience supporting executive leadership
- Knowledge of HIPAA, resident rights, and CMS regulatory requirements
- Familiarity with hospitality-based service models
Skills & Competencies
- Professionalism and discretion
- Exceptional customer service and interpersonal skills
- Strong attention to detail
- Ability to prioritize and manage competing demands
- Problem-solving and service recovery skills
- Team-oriented with a positive, solution-focused attitude
Physical & Work Environment
- Healthcare setting with frequent interaction with residents, families, staff, and visitors
- May require standing, walking, and light lifting
- Occasional evening, weekend, or holiday support may be required
- Must be able to lift, push and pull at least 50 pounds
The Guest Relations & Administrative Assistant serves as the primary ambassador for residents, families, visitors, and guests while also providing direct administrative support to the Administrator. This role plays a key part in promoting a welcoming, hospitality-driven environment while supporting operational efficiency, communication, and regulatory compliance within the skilled nursing facility. The position requires professionalism, discretion, strong organizational skills, and a compassionate, service-oriented approach.
Key Responsibilities
Guest Relations & Hospitality
- Greet and assist residents, families, visitors, vendors, and guests in a courteous and professional manner
- Serve as a primary point of contact for guest inquiries, concerns, and feedback; ensure timely follow-up and appropriate escalation
- Support admissions tours, welcome processes, and family orientation
- Uphold and model the facility's hospitality standards and service excellence commitments
- Assist with resident and family satisfaction initiatives, including surveys and service recovery efforts
- Support facility events, celebrations, and meetings as needed
Administrative Support - Administrator
- Provide administrative assistance to the Administrator including calendar management, meeting coordination, and correspondence
- Prepare documents, reports, presentations, and meeting materials as requested
- Assist with policy updates, committee documentation, and survey readiness materials
- Maintain organized and confidential files in compliance with HIPAA and facility policies
- Track deadlines, follow up on assigned action items, and support leadership initiatives
- Assist with onboarding coordination, scheduling support, and staff communication as assigned
Communication & Coordination
- Act as a liaison between leadership, department heads, staff, residents, and families
- Communicate professionally and effectively across all levels of the organization
- Support interdisciplinary coordination to ensure guest needs and administrative priorities are met
- Assist with wayfinding, visitation guidance, and facility communication needs
Compliance, Quality & Operations
- Demonstrate knowledge of resident rights and customer service expectations in a licensed healthcare setting
- Support CMS survey readiness by maintaining professionalism, responsiveness, and organized documentation
- Assist with tracking and logging guest concerns, compliments, and resolutions
- Follow infection prevention, safety, and security procedures
- Participate in required training related to compliance, customer service, and administrative functions