What are the responsibilities and job description for the Administrative Assistant position at Special Sitters?
About Special Sitters
Special Sitters is a mission-driven organization committed to serving families and communities with excellence, compassion, and integrity. We provide high-quality support services guided by our deeply rooted values.
Our Values
Honor God: Mutual Respect • Golden Rule • Honesty/Integrity
Servant Heart: Compassionate • Help First • Positive
Empowerment: Ownership • Self-Determination • Accountability
Commitment to Excellence: Purpose Driven • Continuous Improvement • Communication • Do What You Say
If you share these values and want to be part of a purpose-driven, positive, and supportive team, we’d love to connect with you.
Job Summary
Special Sitters is seeking a highly organized and proactive Executive Administrative Assistant to support our Owner/President, Executive Staff, and Director of Operations. This individual will manage complex schedules, coordinate communication, assist with claims review and appeals, arrange executive travel, and help ensure daily operations run smoothly and efficiently. The right candidate is professional, detail-oriented, and able to anticipate needs and take initiative.
Responsibilities
- Provide high-level administrative support to the Owner/President and executive team
- Act as a gatekeeper by screening calls, emails, and requests; prioritizing access to leadership
- Manage executive inboxes, flag urgent matters, and draft professional correspondence
- Maintain and update complex calendars, schedules, and meeting logistics
- Coordinate travel arrangements, itineraries, accommodations, and trip documentation
- Prepare agendas, reports, presentations, research findings, and meeting materials
- Review claims for accuracy and completeness; assist with claims appeals
- Update operational documents, staff schedules, and rosters
- Support special projects and executive initiatives as needed
- Maintain confidentiality and represent the company with professionalism at all times
Qualifications
Required
- 2–4 years of administrative or executive assistant experience
- Excellent written and verbal communication skills
- Strong organizational and time-management abilities
- Proficiency with Google Workspace and/or Microsoft Office
- Ability to handle confidential information with integrity
- Strong problem-solving and research abilities
Preferred
- Experience supporting executives, business owners, or senior leadership
- Familiarity with claims review and appeal processes
- Ability to work independently and manage competing priorities
Key Competencies
- Professionalism & discretion
- Proactive and self-directed work style
- Strong interpersonal communication
- Attention to detail
- Adaptability in a fast-paced environment
- Alignment with Special Sitters’ core values
Benefits
- Unlimited vacation
- Paid time off (company holidays, sick time, etc.)
- Health benefits
- Professional development opportunities
- Supportive, values-driven culture and leadership team