Administrative Assistant | Be the Heart of a Welcoming Community

Are you organized, people-focused, and passionate about creating a welcoming experience for others? Do you enjoy being the person who keeps things running smoothly while building meaningful relationships along the way?

Join our Senior Living team as an Administrative Assistant and become an important point of connection for our residents, families, guests, associates, and business partners. In this role, you’ll combine administrative excellence with genuine hospitality—supporting community operations while helping create an environment where everyone feels valued, supported, and at home.

What’s in it for you- Compensation & Benefits

• Competitive Pay - hourly.
• The starting rate is based on experience and qualifications. This position participates in our compensation program, which provides opportunities for future pay growth based on performance and career development.
• 401(k) with a dollar-for-dollar company match up to 4%
• Hotel discounts at select Western States Lodging & Management properties
• Eligible full-time associates are entitled to the following:
• Medical, Dental, and Vision insurance plans plus Health Savings Account (HSA) options
• Optional supplemental benefits, including accident, critical illness, hospital indemnity, and other coverage options.
• Personal Time Off (PTO) and Vacation benefits

What You’ll Do

• Create a warm, professional, and welcoming first impression for residents, families, visitors, associates, and business partners.
• Own and elevate the arrival experience, ensuring each person who enters the community feels acknowledged, valued, and supported.
• Anticipate the needs of residents, families, and guests while providing personalized, high-touch service.
• Model hospitality, empathy, professionalism, and attentiveness in every interaction.
• Coordinate front desk operations and help ensure consistent coverage and seamless service.
• Serve as a primary receptionist by answering incoming calls, responding to inquiries, and directing individuals to the appropriate resources.
• Coordinate new hire onboarding administration, including required documentation, pre-employment requirements, and compliance processes.
• Manage new hire orientation logistics, including scheduling, preparing materials, reviewing documentation, and tracking completion requirements.
• Process Accounts Payable and maintain accurate vendor information and records.
• Support the Executive Director and community leadership with correspondence, reports, document preparation, and other administrative needs.
• Maintain on-site payment processing, including resident check payments, cash box activity, and other applicable forms of payment.
• Assist with initial sales and marketing inquiries and ensure prospective residents and families are connected with the appropriate team member.

What Makes You Successful

• High school diploma or equivalent required.
• 2+ years of experience in an administrative, hospitality, customer service, receptionist, or front desk role preferred.
• Experience in senior living, healthcare, hospitality, or another service-driven environment strongly preferred.
• Ability to create a sense of belonging, comfort, and trust for residents, families, and guests.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to build positive relationships with residents, families, associates, vendors, and visitors.
• Strong organizational skills with the ability to manage multiple priorities and maintain attention to detail.
• Basic proficiency with Microsoft Word, email, and general office systems.

Physical Requirements

This position requires frequent walking and standing, as well as the ability to bend, stoop, sit, stand, and reach throughout the workday. Associates must be able to use proper body mechanics and lifting techniques to frequently lift and handle items weighing up to 50 pounds. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.

Candidates must successfully complete applicable post-offer, pre-employment requirements, including drug testing, and comply with any post-employment testing requirements.

You Know You’re Successful When…

Residents and families know they can count on you, guests immediately feel welcomed, and associates see you as a dependable resource who helps keep the community organized and connected. Front desk operations run smoothly, administrative responsibilities are completed accurately and on time, new associates receive a positive and organized onboarding experience, and every interaction reflects our commitment to Serving You Like Family and creating a true Personal Touch Culture.

Why Join Western States Lodging & Management?

Western States Lodging & Management is a leading property management company with a diverse portfolio that includes nationally recognized hotel brands such as Hilton, Marriott, and IHG, Legacy Senior Living communities, and Nxt multifamily apartment communities throughout the western United States.

Our mission is simple: Serving You Like Family. That commitment extends beyond our guests and residents—it defines how we treat our associates and business partners. We believe that great people build great communities, which is why we invest in our team through meaningful work, ongoing professional development, and opportunities for long-term career growth. At Western States Lodging & Management, we encourage every team member to serve as an Ambassador of our values, a trusted Consultant who brings knowledge and solutions, a Collaborator who builds strong relationships through teamwork, and a Coach who is passionate and empowers others to learn, grow, and succeed.

Whether you're launching your career or bringing years of experience, you'll find a workplace where your contributions are valued, your ideas are welcomed, and your potential is supported every step of the way.

Apply today and discover why thousands of associates have chosen Western States as the place to build a meaningful career.