Administrative Assistant

Position Summary

The Administrative Assistant plays a critical role in supporting daily operations, ensuring exceptional client experience, and maintaining efficient office workflows. This position serves as a central point of contact for clients, caregivers, and staff, coordinating services, managing administrative tasks, and helping the organization deliver high-quality care and support.

Key Responsibilities

Client Services & Communication

• Serve as the primary point of contact for incoming client and family inquiries via phone, email, and in-person

• Provide prompt, professional, and compassionate communication to clients and referral sources

• Assist with client intake, onboarding, and service coordination

• Maintain accurate and up-to-date client records in company systems

• Troubleshoot client concerns and escalate issues when necessary

Scheduling & Coordination

• Support Scheduling Coordinator with scheduling of caregivers, visits, and services as needed

• Coordinate changes in schedules and communicate updates to clients and staff

• Monitor schedules to help ensure coverage and continuity of care

Administrative Support

• Perform general office duties including filing, data entry, scanning, and document management

• Maintain office supplies and coordinate ordering

• Support compliance documentation and audits

• Provide after hours on-call coverage a couple times per week

Team & Operations Support

• Assist leadership team with day-to-day operational needs

• Support onboarding of new employees (paperwork, orientation coordination)

• Coordinate internal communications and reminders

• Help maintain policies, procedures, and training documentation

Client Experience & Quality Assurance

• Conduct client satisfaction check-ins and document feedback

• Help ensure services are delivered according to care plans and company standards

• Monitor and report any service concerns or quality issues

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred

• 2 years of administrative, customer service, or healthcare coordination experience (home care or hospice strongly preferred)

• Strong organizational and multitasking skills

• Excellent verbal and written communication skills

• Proficiency with Microsoft Office (Word, Excel, Outlook)

• Experience with scheduling software or EMR systems a plus

• Ability to handle confidential information with professionalism

Key Skills & Attributes

• Compassionate and quality of care focused mindset

• Strong attention to detail and accuracy

• Ability to prioritize and work in a fast-paced environment

• Problem-solving and critical thinking skills

• Professional, reliable, and team-oriented

• Strong interpersonal skills with clients, families, and staff

Work Environment

• Primarily office-based with frequent communication via phone and computer

• Requires after-hours on-call responsibilities and flexibility depending on the company’s needs

• Fast-paced healthcare environment requiring adaptability

Success Profile (What Good Looks Like)

• Clients and families feel supported, informed, and cared for

• Documentation and records are accurate and up-to-date

• Staff and caregivers feel supported and informed

• Office operations are organized and efficient

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