Executive Administrative Assistant to CEO & Office Manager

Keystonecare; Springfield Township (Delaware County); Presencial; USD 60.000 - 90.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Free Lunch Provided Daily

Quarterly Bonus for meeting sales/off?

Accrued Paid Time Off

Paid Holidays

Medical, Dental, Vision, and Aflac

$25K Company Paid Life Insurance

Retirement plan with employer match

Travel reimbursement between worksites

Descripción de la vacante

KeystoneCare is seeking an Executive Administrative Assistant to the CEO & Office Manager to streamline executive operations and front-office functions within a health‑care focused organization serving the greater Philadelphia region. The role requires strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced healthcare environment.

You will support regulatory coordination, meeting logistics, and high-level communications while maintaining a

Formación

• 3–5 years of administrative/executive support experience, preferably in healthcare.
• Strong organizational, multitasking, and time management skills.
• Excellent written and verbal communication with attention to detail.
• Proficiency in Microsoft Office, SharePoint, and document management tools.
• Ability to handle confidential information and support compliance, audits, and regulatory processes.

Responsabilidades

• Manage the Executive Director/CEO calendar, scheduling meetings and providing reminders.
• Prepare, edit, and format correspondence, reports, and presentations.
• Serve as a primary point of contact for internal and external communications.
• Draft professional correspondence including letters of medical necessity, jury duty excuse letters, and claim denial appeals.
• Greet and direct visitors professionally; maintain an organized front office.
• Answer and route calls requiring live operator assistance; maintain employee phone lists.
• Maintain inventory of office and medical supplies; coordinate ordering and stock.
• Coordinate and submit agency license renewals (Medicare Home Health, CHAP, CLIA, DHS).
• Coordinate Board of Directors meetings; prepare materials and track action items.
• Manage facility contract processes and e-signature workflows; maintain contracts in SharePoint.
• Assist with planning organizational events and Major Events Calendar; manage Patient Activity Calendar.
• Support travel coordination, deadlines tracking, and special projects.

Conocimientos

Executive support

Administrative support

Healthcare experience

Communication skills

MS Office

SharePoint

Document management

Confidential information handling

Herramientas

Microsoft Office

SharePoint

Descripción del empleo

Join KeystoneCare as an Executive Administrative Assistant to the CEO & Office Manager

At KeystoneCare, we are a mission‑driven, Medicare‑Certified and CHAP‑accredited Home Health & Hospice organization serving the greater Philadelphia region. Our work supports patients and families at critical moments with compassion, dignity, and excellence.

This role is essential to ensuring smooth daily operations while providing high‑level administrative and organizational support to executive leadership.

Make your next career move one that places you at the heart of a mission‑driven organization—supporting leadership, strengthening operations, and contributing to a team devoted to compassion, dignity, and exceptional care.

Position Summary

The Executive Administrative Assistant to the CEO & Office Manager plays a key role in supporting executive leadership while overseeing front office operations, regulatory coordination, and internal administrative functions.

This position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast‑paced healthcare environment.

Key Responsibilities

Executive & Administrative Support

Manage the Executive Director/CEO calendar, scheduling meetings and providing reminders

• Prepare, edit, and format correspondence, reports, and presentations
• Serve as a primary point of contact for internal and external communications
• Draft professional correspondence including:
  • Letters of medical necessity
  • Jury duty excuse letters
  • Claim denial appeals

Front Office & Daily Operations

• Greet and direct visitors professionally
• Maintain an organized and welcoming front office environment
• Answer and route incoming calls requiring live operator assistance
• Maintain accurate employee phone lists and distribute updates as needed

Inventory & Office Management

Maintain and monitor inventory of office and medical supplies, including:

• Forms, marketing materials, and business cards
• Medical supply ordering
• Ensure Welcome Station and office supply areas are stocked and organized
• Coordinate creation and inventory of Open Packets and Facility Binders

Regulatory & Compliance Support

Coordinate and submit agency license renewals, including:

• Medicare Home Health and Hospice
• Department of Human Services (Personal Care Home)
• Community Health Accreditation Program (CHAP)
• CLIA
• Support regulatory audits by maintaining records and providing documentation
• Assist with compliance tracking and documentation

Meetings & Board Coordination

Coordinate Board of Directors meetings, including:

• Scheduling and agenda creation
• Preparation and distribution of materials
• Documenting minutes and maintaining records
• Support Safety Committee meetings with similar responsibilities
• Track meeting action items and follow up on deliverables

Contracts & Document Management

• Manage facility contract processes:
  • Send agreements via Adobe Sign
  • Maintain executed contracts on SharePoint
  • Track and maintain facility agreement database

Event & Project Coordination

• Assist with planning and execution of:
  • Organizational events and recognition programs
  • Offsite meetings and onsite events
  • Maintain and monitor the organization’s Major Events Calendar
  • Manage Patient Activity Calendar

Additional Operational Support

• Assist with travel coordination as needed
• Monitor deadlines, deliverables, and organizational priorities
• Support executive and operational initiatives and special projects

Why Work With Us?

Joining KeystoneCare means joining a team driven by purpose, community, and compassion.

Meaningful Mission

Your skills directly support the teams who care for patients and families during their most important moments.

Supportive Culture

We are a collaborative, warm, and values‑centered organization where every team member is respected and heard.

Room to Grow

You’ll have opportunities to learn, contribute to high‑level projects, and expand your administrative and leadership skills.

Competitive Compensation & Benefits

We offer a strong salary package, healthcare benefits, PTO, and organizational perks that support your well‑being.

Bring Your Strengths. Make an Impact.

If you are passionate about staying organized, supporting executive leadership, and contributing to a mission that truly matters, we’d love to meet you.

Join a team where your work fuels compassion, care, and community.

• 3–5 years of administrative/executive support experience, preferably in healthcare
• Strong organizational, multitasking, and time management skills
• Excellent written and verbal communication with attention to detail
• Proficiency in Microsoft Office, SharePoint, and document management tools
• Ability to handle confidential information and support compliance, audits, and regulatory processes
• Free Lunch Provided Daily
• Eligible for quarterly Bonus for meeting sales targets
• Accrued Paid Time Off
• Paid Holidays
• Medical, Dental, Vision, and Aflac plan available
• $25K Company Paid Life Insurance Policy
• Retirement plan with discretionary employer match
• Travel reimbursement between work sites