Job Description:

The Executive Assistant & Facilities Coordinator is a dual role supporting the Senior Managing Director, Investments and other executives while ensuring a well-maintained and efficient office environment. The position provides high-level administrative and office support in a dynamic, fast paced environment and requires a proactive, detail-oriented individual.

Executive Support:

• Maintain executive schedules, coordinate meetings, process expense reports and manage travel arrangements
• Handle sensitive and confidential information with discretion
• Act as a key point of contact for internal and external communications
• Prepare reports, presentations, and correspondence for executive use
• Provide professional administrative assistance to executives, managers, and staff

Office Administration:

• Handle incoming calls and communications, determine priority, and direct them appropriately
• Manage vendor relationships and ensure compliance with contractual obligations
• Coordinate mail and deliveries, oversee conference room organization, and ensure break areas are tidy
• Maintain and order all supplies for the office; establish a system for tracking, ordering, and stocking supplies
• Maintain and order all kitchen/pantry supplies and needs, such as drinks, glassware, etc.and stock refrigerators as required
• Manage security access, order key cards, and coordinate office logistics
• Liaise with building management for maintenance, repair or housekeeping requests
• Assist with new hire onboarding, office space allocations and seating arrangements as necessary
• Support visiting executives and external guests with workspace and office needs
• Plan or coordinate team and company events, including team lunches/celebrations, volunteering activities and holiday parties

General Administrative Support:

• Provide reception coverage, ensuring a professional first impression for visitors
• Assist with document management, filing, and database maintenance
• Organize and maintain business records, ensuring timely retrieval when needed
• Support internal communication efforts, coordinating materials for executive messaging
• Assist with special projects and provide backup support to administrative teams as needed

Qualifications:

• High school diploma or GED required; college degree preferred
• Minimum of 5 years executive administrative support experience, ideally in a legal, financial services or private equity setting
• Thorough knowledge of administrative practices and procedures; s trong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Successful track record of working and thriving in a dynamic, fast-paced and changing environment that is results oriented and collaborative
• Proven ability to effectively support and communicate with top executives, internally and externally
• Positive, proactive attitude and willingness to adapt to evolving organizational needs by assuming additional or ad hoc responsibilities as required
• High degree of professionalism and discretion in handling confidential information
• Experience managing outside relationships including copier/printer vendors, delivery services and building personnel
• Experience with Concur and Altour preferred

Ventas, Inc. offers a competitive compensation and benefits package to the successful candidate.

Ventas, Inc. is an Equal Opportunity Employer.

Ventas, Inc. does not accept unsolicited resumes from staffing agencies, search firms or any third parties.

Ventas Inc., an S&P 500 company, operates at the intersection of two large and dynamic markets – healthcare and real estate. Our diversified portfolio of over 1,200 assets in the United States, Canada and the United Kingdom are unified in serving the large and growing aging demographic. We use the power of our capital to unlock the value of senior living communities; life science, research & innovation properties; medical office & outpatient facilities, hospitals and other healthcare real estate. A globally recognized real estate investment trust, we follow a successful long-term strategy, proven over 25 years, built on diversification of property types, capital sources and industry leading partners, financial strength and flexibility, consistent and reliable growth and industry leading ESG achievements, managed by a collaborative and experienced team dedicated to our stakeholders.