Executive Assistant to the Owner and CEO

About the role

Total Communication Therapy is seeking an Executive Assistant to support the Owner & CEO in the organization's daily management and growth. The role involves overseeing recruiting, employee onboarding, client intake coordination, insurance administration, payroll support, marketing initiatives, and business development activities.

Responsibilities

• Manage and monitor the CEO's email communications, prioritizing inquiries and responding as appropriate.
• Cook up calendars, meetings, appointments, and scheduling for the CEO.
• Aid in project management, research, reporting, and special initiatives.
• Draft correspondence, presentations, reports, and business communications on behalf of the CEO.
• Track action items, deadlines, and follow-up tasks to ensure timely completion.
• Serve as a liaison between the CEO and employees, contractors, school districts, clients, vendors, and business partners.
• Provide high-level administrative support while maintaining strict confidentiality.
• Manage recruitment efforts across multiple employment platforms, including Indeed, LinkedIn, and other social media platforms.
• Review candidate applications and conduct initial screenings based on company and district requirements.
• Coordinate candidate communications and interview scheduling.
• Schedule interviews with hiring managers, school districts, and leadership.
• Aid in recruitment marketing and candidate outreach.
• Track applicant progress throughout the hiring process.
• Support staffing initiatives and school district recruitment efforts.
• Prepare offer letters and onboarding documentation for new hires.
• Coordinate electronic signatures and onboarding workflows.
• Conduct reference checks and license verification.
• Maintain employee records and compliance documentation.
• Coordinate onboarding activities and first-day communications.
• Aid in employee training assignments and HR-related administrative tasks.
• Ensure all required employment documentation is completed accurately and timely.
• Coordinate onboarding processes for new clients.
• Collect and organize referrals, intake paperwork, insurance information, and supporting documentation.
• Coordinate insurance eligibility verification requests and communicate findings to the billing department.
• Serve as the primary liaison between clients, clinicians, and the biller regarding intake and insurance matters.
• Utilize Availity and similar payer portals to research claim status, appeals, and payment updates.
• Aid leadership by obtaining and communicating timely insurance-related updates.
• Coordinate documentation necessary for prior authorizations, appeals, insurance reviews, and communicate them with biller.
• Maintain organized records of authorizations, payer communications, and insurance documentation.
• Collect and verify employee timesheets.
• Monitor payroll deadlines and ensure timely submission of payroll information.
• Follow up with employees regarding missing or incomplete documentation.
• Maintain payroll-related records and supporting documentation.
• Aid in employee record management and compliance tracking.
• Develop monthly social media content calendars for approval by the CEO.
• Create and schedule social media content using Canva and Meta Business Suite.
• Draft marketing materials, flyers, newsletters, graphics, and promotional content.
• Aid in community outreach, brand awareness, and business development initiatives.
• Cook up marketing projects and maintain marketing assets.
• Aid in development and maintenance of company policies, procedures, SOPs, forms, and templates.
• Cook up organizational projects and operational initiatives.
• Aid in school district communications and business relationships.
• Aid in Request For Proposal (RFP) preparation, contract submissions, and vendor communications.
• Track operational deadlines, compliance requirements, and business priorities.
• Aid in implementation of systems and processes to improve organizational efficiency.
• Maintain employee licensure, credentialing, and compliance records.
• Cook up annual document updates and compliance reviews.
• Aid in insurance certificates, district documentation, and regulatory requirements.
• Ensure organizational records remain accurate, organized, and up to date.
• Provide administrative and operational support directly to the Owner & CEO.
• Aid in special projects and organizational growth initiatives.
• Aid in business research and strategic planning projects.
• Perform additional duties as assigned to support company operations and growth.

Qualifications

• High school diploma or equivalent required.
• Minimum of three (3) years of experience supporting an executive, allied health business owner, healthcare practice, or organizational leadership team.
• Exceptional organizational, time management, and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in Google Workspace, Microsoft Office, Canva, Project Management (Monday), and virtual communication platforms.
• Ability to work independently, prioritize competing responsibilities, and exercise sound judgment.
• Strong problem-solving, research, and critical-thinking skills.
• Ability to handle highly confidential information with professionalism and discretion.

Preferred Qualifications

• Associate's or Bachelor's degree in Business Administration, Healthcare Administration, Communications, Human Resources, Education, Communication Sciences and Disorders or a related field.
• Experience supporting executives, entrepreneurs, allied healthcare providers, or educational organizations.
• Familiarity with speech therapy, occupational therapy, psychology, healthcare, or school-based services.
• Experience recruiting and onboarding licensed professionals.
• Knowledge of insurance verification, prior authorizations, payer portals, and healthcare administrative workflows.
• Experience utilizing Availity, Fusion, GAMMIS, ADP, DocuSign, Canva, Meta Business Suite, and similar business platforms.
• Experience with project management, operations coordination, or executive support.
• Experience managing social media and marketing initiatives.

Compensation

$20.00 - $25.00 per hour