Executive Administrative Assistant

POSITION SUMMARY

The Executive Administrative Assistant of SpringCare Home Agency is responsible for overseeing all day-to-day operations of the home health/DODD program, ensuring that clients receive high-quality, consistent services and that caregivers are fully supported. This role functions as the operational backbone of the company—managing scheduling, staffing, client relations, caregiver compliance, documentation, and field oversight. The Executive Administrative Assistant will serve as the primary administrative support to the CEO and will represent the company professionally in all client and SSA interactions.

KEY RESPONSIBILITIES

1. Caregiver Recruitment & Staffing

• Conduct full-cycle recruitment for caregivers, including:
• Posting job ads, screening applicants, and conducting interviews.
• Completing reference checks and assisting with onboarding and credential verification.
• Maintain an active roster of trained, compliant caregivers ready for assignment.
• Coordinate orientation schedules and ensure all staff complete required training.

2. Scheduling, Timesheets & Call-Off Management

• Create, maintain, and adjust caregiver schedules to ensure full coverage of all authorized client hours.
• Monitor caregiver attendance daily; manage call-offs with urgency.
• Arrange immediate backup staffing when a caregiver cancels a shift.
• Review caregiver timesheets for accuracy, completeness, and compliance before payroll processing.
• Communicate schedule updates to caregivers and clients in a timely manner.

3. Client Relations & Service Quality Oversight

• Act as the company’s primary point of contact for clients and families.
• Conduct routine client phone check-ins to confirm satisfaction and quality of services.
• Visit clients in their homes to ensure:
• Caregivers are performing duties correctly.
• Clients feel supported and respected.
• Any concerns are documented and resolved quickly.
• Maintain professional and timely communication with SSAs, guardians, and case managers.

4. Initial Meetings & Client Onboarding

• Attend or conduct initial client/SSA meetings (in-person or via Zoom) to secure new clients.
• Present SpringCare’s services professionally and confidently.
• Gather all intake documents, ensure proper authorization, and prepare the client file according to DODD standards.
• Coordinate compatibility meetings between new clients and caregivers.

5. Operational Support & Compliance

• Support the CEO with daily operations, administrative tasks, and strategic assignments.
• Assist with maintaining compliance with DODD rules and agency policies.
• Ensure all caregiver files remain up-to-date (training, certifications, TB tests, background checks, etc.).
• Participate in internal audits and help prepare for external reviews or accreditation.

6. Field Visits & Company Representation

• Travel to client homes to:
• Conduct wellness and satisfaction visits.
• Drop off paperwork or supplies.
• Provide a visible “company presence” to build trust and rapport.
• Represent SpringCare at county board meetings, community events, and professional appointments when assigned.

7. Communication & Administrative Coordination

• Manage incoming calls, emails, and office communications professionally.
• Handle client concerns, caregiver questions, and service issues with urgency and respect.
• Maintain office organization, documentation systems, and daily workflow.
• Prepare weekly operational reports for the CEO, including staffing updates and client feedback.

QUALIFICATIONS

Required

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
• Minimum 1–2 years of experience in home health, DODD, or human services.
• Strong interpersonal, communication, and customer service skills.
• Ability to multitask, prioritize, and handle urgent situations.
• Reliable transportation and willingness to travel to clients’ homes.
• Strong computer skills (email, scheduling systems, electronic documentation).

Preferred

• Experience working with DODD clients, HPC services, or caregiving staff.
• Knowledge of DODD rules, county board processes, and client authorization systems.
• Supervisory or scheduling experience.

WORK ENVIRONMENT & EXPECTATIONS

• Office-based with frequent in-community travel.
• Must be able to respond quickly to emergencies, schedule changes, and client needs.
• Must handle confidential information with professionalism.
• Must be comfortable working directly under the CEO with high accountability.

BENEFITS

• Mileage reimbursement for travel.
• Paid time off
• Professional development opportunities.
• Growth potential within expanding agency

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance

Work Location: Hybrid remote in Columbus, OH 43231

Salary : $18 - $20