Overview

We are seeking a highly organized and proactive Executive Assistant to serve as the right hand to the CEO of a growing healthcare organization. In this role, you will manage executive calendars, communications, compliance tracking, and administrative operations while maintaining the highest level of confidentiality and professionalism. This is an exceptional opportunity for a resourceful detail-oriented professional to drive efficiency and accountability across leadership teams.

Schedule

• Monday: 12:00 PM – 2:00 PM
• Tuesday: 9:00 AM – 5:00 PM
• Thursday: 9:00 AM – 5:00 PM
• Friday: 10:00 AM – 3:00 PM

Responsibilities

• Executive Calendar Management
  • Manage CEO’s daily, weekly, and monthly calendar
  • Schedule meetings with: Clients and guardians, County boards, Managed care organizations, Referral sources, Leadership team members, Community partners
  • Coordinate travel arrangements
  • Schedule speaking engagements
  • Prevent calendar conflicts
  • Prioritize urgent meetings
  • Prepare meeting agendas
  • Send calendar invitations
  • Confirm appointments 24-48 hours in advance
  • Coordinate Zoom, Teams, or in-person meeting logistics
• Email Management
  • Review CEO inbox throughout the day
  • Flag urgent communications
  • Draft responses on behalf of CEO
  • Organize emails into priority categories
  • Follow up on unanswered messages
  • Track pending approvals
  • Manage customer service escalations
  • Coordinate leadership communication
  • Monitor shared organizational inboxes
• Administrative Support
  • Prepare reports for CEO review
  • Create presentations
  • Draft policies and procedures
  • Prepare meeting minutes
  • Maintain organizational documents
  • Manage electronic filing systems
  • Create executive summaries
  • Prepare board meeting packets
  • Assemble orientation materials
• Leadership Team Coordination
  • Conduct daily leadership check-ins
  • Follow up on assigned action items
  • Track project completion deadlines
  • Coordinate leadership meetings
  • Maintain organizational task lists
  • Ensure accountability among managers
  • Provide reminders regarding compliance deadlines
• Human Resources Support
  • Schedule interviews
  • Coordinate orientations
  • Track employee anniversaries
  • Prepare offer letters
  • Assist with onboarding documents
  • Maintain personnel files
  • Track training deadlines
  • Monitor license expiration dates
• Compliance & Regulatory Tracking
  • Monitor: CPR certifications, Medication Administration certifications, Driver’s licenses, Vehicle insurance, Professional licenses, DODD certifications, Background checks
  • Prepare compliance reports
• Financial & Business Support
  • Prepare invoices for approval
  • Organize expense reports
  • Monitor vendor contracts
  • Track outstanding payments
  • Coordinate payroll submissions
  • Assist with budgeting documents
  • Schedule meetings with accountants and consultants
• Client & Family Relations
  • Respond to family inquiries
  • Schedule care conferences
  • Coordinate complaint investigations
  • Track client satisfaction surveys
  • Follow up on unresolved concerns
  • Maintain professional communication records
• Marketing & Business Development Support
  • Coordinate community events
  • Schedule networking meetings
  • Assist with social media planning
  • Track referral sources
  • Maintain marketing databases
  • Prepare promotional materials
• Daily CEO Briefing Preparation
  • Calendar overview
  • Priority tasks
  • Staffing concerns
  • Compliance concerns
  • Urgent client matters
  • Financial updates
  • Pending approvals
  • New referrals
  • Critical deadlines

Requirements

• MUST BE WILLING TO WORK ON THIS SCHEDULE - Monday 12pm to 2pm, Tuesday and Thursday 9am to 5pm and Friday 10am to 3pm
• Previous experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar role.
• Exceptional calendar management and scheduling skills.
• Strong written and verbal English communication skills.
• Experience managing executive inboxes and drafting professional correspondence.
• Proficiency with Microsoft Office, Google Workspace, Zoom, and Teams.
• Ability to prepare reports, presentations, meeting agendas, and executive summaries.
• Strong organizational skills with the ability to prioritize competing deadlines.
• Experience coordinating meetings, travel arrangements, and leadership communications.
• Comfortable handling confidential business, employee, and client information.
• Detail-oriented with strong follow-through and problem-solving abilities.
• Experience supporting HR processes, onboarding, compliance tracking, or healthcare-related administration is preferred.
• Ability to work independently, anticipate needs, and provide proactive support to executive leadership.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.