Executive Assistant

Job Title: Executive Assistant

Summary

Under the supervision of the Agency Director, the Executive Assistant is responsible for ensuring smooth day-to-day operations of the agency, including providing executive-level administrative support, acting as a liaison between departments, and assisting with clerical tasks. This role plays a key part in maintaining the efficiency and professionalism of the agency, ensuring that both internal and external operations run seamlessly.

Key Responsibilities

• Executive Support:

• Provide direct administrative support to the Agency Director, including calendar management, drafting correspondence, and preparing reports.
• Assist in preparing for meetings, including scheduling, preparing materials, and coordinating logistics.
• Maintain confidentiality of sensitive information and uphold a professional business image at all times.
• Office Operations:

• Oversee office logistics, including managing supplies, coordinating with vendors, and ensuring the workspace is clean, organized, and operational.
• Troubleshoot and resolve office equipment issues, coordinate repairs, and manage vendor services.
• Lead the coordination of agency events and meetings, ensuring all logistical details are handled smoothly.
• Department Liaison:

• Act as a liaison between the Agency Director and other departments to streamline communication and ensure alignment across the organization.
• Coordinate inter-departmental tasks, helping facilitate project completion and support cross-functional collaboration.
• Assist with data entry, report generation, and tracking of key performance metrics across departments.
• Client Coordination:

• Respond to incoming service inquiries and help potential clients through the intake process, ensuring smooth scheduling for assessments.
• Communicate with agency staff to coordinate client service needs and ensure all information is properly logged in the CRM system.
• Special Projects & Administrative Tasks:

• Support agency staff with various tasks, including data entry, internet research, file organization, and outbound communication to vendors or third parties.
• Assist in the compilation of information for special projects or process improvements, as directed by the Agency Director.
  
  

MINIMUM QUALIFICATIONS:

• Education: Bachelor's Degree preferred, ideally in Business Administration, Healthcare Administration, or a related field.
• Experience: Minimum of 2 years of experience in administrative and operational roles, preferably in the healthcare or home care industry.
• Skills:
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software (e.g., scheduling and project management tools).
• Strong interpersonal skills with the ability to build relationships within the organization and with external partners.
• Exceptional organizational and time management abilities, with a high level of accuracy and attention to detail.
• Ability to handle sensitive information discreetly and maintain confidentiality.

CAREER GROWTH OPPORTUNITY:

This position offers the opportunity for growth within the agency, with potential to advance in operations, project management, and leadership roles. We value dedication and innovation, offering a supportive environment for personal and professional development.

Organizational Relationship

Reports directly to the Agency Director.

Classification

Non-Exempt.

Position Type & Expected Hours Of Work

Full-Time or Part-Time available.

Company Culture

We foster a collaborative and supportive work environment that values innovation, dedication, and continuous learning. As part of our team, you'll have the opportunity to make a meaningful impact on the lives of our clients and staff.

DISCLAIMER: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or be assigned at any time with or without notice.