Assistant to the Administrator & President

Position Summary

A Peace of Mind Caregivers is seeking a highly organized, professional, dependable, and proactive Assistant to the Administrator & President to provide direct executive and administrative support to agency leadership.

This position is an important part of the administrative operations of our home care agency and will assist the Administrator and President with day-to-day operations, employee coordination, client documentation, scheduling, compliance tracking, communications, and special projects.

The ideal candidate must be detail-oriented, professional, technologically proficient, comfortable working in a fast-paced healthcare environment, and capable of managing multiple priorities with minimal supervision.

Because this position will have access to confidential company, employee, caregiver, and client information, the successful candidate must demonstrate excellent judgment, discretion, professionalism, and strict adherence to confidentiality and HIPAA requirements.

This is a hands-on administrative role. The Assistant to the Administrator & President will be expected to take ownership of assigned responsibilities, follow up on incomplete tasks, monitor deadlines, communicate with employees and caregivers, and help ensure that administrative and operational requirements are completed accurately and timely.

Essential Duties and Responsibilities

Executive Support

• Provide direct administrative support to the Administrator and President.
• Manage calendars, appointments, meetings, reminders, and administrative deadlines.
• Schedule and coordinate internal and external meetings.
• Prepare agendas, correspondence, reports, spreadsheets, presentations, and other administrative materials.
• Draft and prepare professional emails, letters, notices, and internal communications.
• Monitor pending matters and follow up with appropriate staff members.
• Maintain organized electronic files and executive records.
• Assist with special projects and company initiatives.
• Handle sensitive and confidential information with discretion.
• Communicate with employees, caregivers, clients, vendors, healthcare professionals, and business partners on behalf of leadership when authorized.

Home Care Agency Administrative Support

• Assist the Administrator with the daily administrative operations of A Peace of Mind Caregivers.
• Support communication between administration, office personnel, caregivers, clients, and families.
• Assist with caregiver and employee file maintenance.
• Assist with client file organization and documentation.
• Track missing or incomplete documentation.
• Follow up with employees regarding required records, forms, credentials, and administrative requirements.
• Help monitor employee and caregiver document expiration dates.
• Assist with maintaining personnel files in accordance with agency policies.
• Assist with maintaining client records in an organized and confidential manner.
• Help ensure required documents are uploaded and properly maintained in the agency's electronic systems.
• Assist with preparation of administrative reports and tracking logs.
• Assist management with maintaining accurate internal directories and contact information.

Caregiver & Employee Coordination

• Communicate with caregivers regarding administrative requirements, documentation, meetings, and training.
• Track employee credentials and required documentation.
• Follow up on missing or expiring documents.
• Assist with onboarding documentation for new employees and caregivers.
• Coordinate completion of required employment forms.
• Assist with scheduling orientation, training, and administrative meetings.
• Maintain professional communication with staff.
• Escalate employee concerns or compliance issues to the Administrator when appropriate.
• Help ensure caregivers understand agency administrative requirements and deadlines.

Client Administrative Support

• Assist with organizing new client admission and intake documentation.
• Maintain client administrative records.
• Assist with tracking care plans, service documentation, authorizations, and renewal dates.
• Follow up on missing client documentation when assigned.
• Coordinate communication between clients, families, caregivers, and administration when necessary.
• Assist with scheduling administrative or supervisory visits as directed.
• Document and communicate important client-related administrative matters to management.
• Maintain confidentiality of all client information.

Compliance & Quality Support

• Assist the Administrator in maintaining agency compliance documentation.
• Track licenses, certifications, employee credentials, training requirements, and expiration dates.
• Assist with preparation for state surveys, inspections, audits, and other regulatory activities.
• Help organize documentation requested during surveys or inspections.
• Assist with maintaining agency policies, procedures, forms, and administrative records.
• Monitor assigned compliance deadlines and provide reminders to management.
• Assist with employee training records.
• Support the Administrator with corrective action documentation and follow-up when assigned.
• Help maintain documentation demonstrating compliance with applicable agency requirements.
• Maintain strict confidentiality regarding protected health information and personally identifiable information.

Office Administration

• Answer and route telephone calls professionally when necessary.
• Manage administrative emails and correspondence.
• Scan, upload, organize, and maintain electronic documents.
• Assist with office supply management and general office organization.
• Prepare spreadsheets, tracking reports, and administrative logs.
• Maintain administrative calendars and reminders.
• Assist with data entry and record updates.
• Coordinate document signatures and acknowledgments.
• Assist with internal communication through Microsoft Teams, email, telephone, and other approved systems.
• Help maintain an organized, professional, and efficient office environment.

Special Projects

The Assistant to the Administrator & President may also assist with:

• Business development projects
• Marketing and referral initiatives
• Operational improvement projects
• Implementation of new software and technology
• Policy and procedure updates
• Employee engagement initiatives
• Client satisfaction projects
• Quality assurance activities
• Administrative audits
• Company expansion initiatives
• Management reports and presentations
• Other projects assigned by the Administrator or President

Required Qualifications

• High school diploma or equivalent.
• Previous administrative, healthcare, home care, executive assistant, office management, or related experience.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Excellent attention to detail.
• Ability to manage multiple assignments simultaneously.
• Ability to meet deadlines and follow through on responsibilities.
• Strong computer skills.
• Proficiency with Microsoft Word, Excel, Outlook, and Microsoft Teams.
• Ability to learn electronic health record, scheduling, and home care management systems.
• Strong professional telephone and email etiquette.
• Ability to work independently and use good judgment.
• Ability to appropriately prioritize urgent administrative matters.
• Ability to maintain strict confidentiality.
• Reliable attendance and professional conduct.

Preferred Qualifications

• Associate's or bachelor's degree in Business Administration, Healthcare Administration, Management, Human Resources, or a related field.
• Previous experience working for a home care, home health, healthcare, medical, or senior services organization.
• Previous experience supporting an Administrator, President, CEO, Executive Director, or other senior executive.
• Experience with employee credential tracking and personnel files.
• Experience with healthcare compliance documentation.
• Experience working with electronic health records or home care management software.
• Experience preparing administrative reports and spreadsheets.

Knowledge, Skills & Abilities

The successful candidate should demonstrate:

• Excellent organizational skills
• Strong follow-up abilities
• Professional communication
• High level of discretion
• Strong problem-solving abilities
• Excellent attention to detail
• Ability to work under pressure
• Ability to prioritize competing responsibilities
• Strong computer and technology skills
• Ability to work effectively with caregivers, clients, families, and management
• Ability to identify incomplete tasks and proactively follow up
• Professional appearance and demeanor
• Dependability and accountability
• Strong sense of urgency when appropriate

Confidentiality

This position may have access to confidential employee, caregiver, client, financial, operational, and healthcare information.

The employee must maintain strict confidentiality at all times and comply with all company confidentiality policies, HIPAA requirements, privacy standards, and applicable laws and regulations.

Unauthorized disclosure of confidential information may result in disciplinary action up to and including termination.

Work Environment

This position primarily operates in a professional office environment and requires frequent use of computers, telephone systems, electronic records, email, Microsoft Teams, and other business software.

The employee will routinely communicate with administrative personnel, caregivers, clients, families, healthcare professionals, vendors, and members of management.

What We Are Looking For

We are looking for someone who does more than wait to be told what to do.

The ideal candidate is someone who:

• Notices when something is incomplete.
• Follows up without needing repeated reminders.
• Keeps leadership organized.
• Understands the importance of deadlines.
• Communicates professionally with staff and clients.
• Protects confidential information.
• Takes responsibility for assigned work.
• Is comfortable working directly with company leadership.
• Can handle multiple priorities without losing attention to detail.
• Wants to grow with the organization.