Executive Administrative Assistant to CEO & Office Manager

Position Summary

The Executive Administrative Assistant to the CEO & Office Manager plays a key role in supporting executive leadership while overseeing front office operations, regulatory coordination, and internal administrative functions. This position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Key Responsibilities

• Executive & Administrative Support

• Manage the Executive Director/CEO calendar, scheduling meetings and providing reminders
• Prepare, edit, and format correspondence, reports, and presentations
• Serve as a primary point of contact for internal and external communications
• Draft professional correspondence including: Letters of medical necessity, Jury duty excuse letters, Claim denial appeals

• Front Office & Daily Operations

• Greet and direct visitors professionally
• Maintain an organized and welcoming front office environment
• Answer and route incoming calls requiring live operator assistance
• Maintain accurate employee phone lists and distribute updates as needed
• Inventory & Office Management
• Maintain and monitor inventory of office and medical supplies, including: Forms, marketing materials, and business cards
• Medical supply ordering
• Ensure Welcome Station and office supply areas are stocked and organized
• Care for Inventory of Open Packets and Facility Binders
• Regulatory & Compliance Support
• Clock in and coordinate with agency license renewals, including: Medicare Home Health and Hospice, Department of Human Services (Personal Care Home), Community Health Accreditation Program (CHAP), CLIA
• Support regulatory audits by maintaining records and providing documentation
• Afford compliance tracking and documentation
• Meetings & Board Coordination
• Coordinate Board of Directors meetings, including: Scheduling and agenda creation, Preparation and distribution of materials, Documentation of minutes and maintenance of records
• Support Safety Committee meetings with similar responsibilities
• Track meeting action items and follow up on deliverables
• Contracts & Document Management
• Manage facility contract processes: Send agreements via Adobe Sign, Maintain executed contracts on SharePoint, Track and maintain facility agreement database
• Event & Project Coordination
• Assist with planning and execution of: Organizational events and recognition programs, Offsite meetings and onsite events, Maintain and monitor the organization's Major Events Calendar, Manage Patient Activity Calendar
• Additional Operational Support
• Assist with travel coordination as needed
• Monitor deadlines, deliverables, and organizational priorities
• Support executive and operational initiatives and special projects

Why Work With Us?

• Meaningful Mission

• Your skills directly support the teams who care for patients and families during their most important moments.

• Supportive Culture

• We are a collaborative, warm, and values-centered organization where every team member is respected and heard.

• Room to Grow

• You'll have opportunities to learn, contribute to high-level projects, and expand your administrative and leadership skills.

• Competitive Compensation & Benefits

• We offer a strong salary package, healthcare benefits, PTO, and organizational perks that support your well-being.

Requirements

• 3-5 years of administrative/executive support experience, preferably in healthcare

• Strong organizational, multitasking, and time management skills
• Excellent written and verbal communication with attention to detail
• Proficiency in Microsoft Office, SharePoint, and document management tools
• Ability to handle confidential information and support compliance, audits, and regulatory processes

Benefits

• Free Lunch Provided Daily

• Eligible for quarterly Bonus for meeting sales targets
• Paid Time Off
• Paid Holidays
• Medical, Dental, Vision, and Aflac plan available
• $25K Company Paid Life Insurance Policy
• Retail plan with discretionary employer match
• Travel reimbursement between work sites