Executive Administrative Assistant to CEO & Office Manager

KeystoneCare; Wyndmoor (PA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Free Lunch Provided Daily

Quarterly Bonus for meeting targets

Accrued Paid Time Off

Paid Holidays

Medical, Dental, Vision, and Aflac

$25K Company Paid Life Insurance

Retirement plan with employer match

Travel reimbursement between campuses

Job summary

KeystoneCare seeks an Executive Administrative Assistant to the CEO & Office Manager to ensure smooth operations and provide high-level administrative support in a healthcare setting. You will manage the CEO calendar, coordinate front-office tasks, and oversee regulatory documentation with a focus on compliance and efficient office management.

You will handle communications, prepare presentations, and assist with board materials, contracts, and major events, while contributing to an organized,

Qualifications

• 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.

Responsibilities

• Executive & Administrative Support: Manage CEO calendar, meetings, and reminders.
• Prepare, edit, and format correspondence, reports, and presentations.
• Serve as primary contact for internal and external communications.
• Draft letters including medical necessity, jury duty excuses, and appeal letters.
• Front Office & Daily Operations: Greet visitors and maintain a welcoming front office.
• Answer and route calls needing live operator assistance; update employee phone lists.
• Inventory & Office Management: Monitor office/medical supplies and forms.
• Coordinate Open Packets and Facility Binders inventory.
• Regulatory & Compliance Support: Coordinate license renewals (Medicare HH, CHAP, CLIA).
• Support audits with records and documentation; assist with compliance tracking.
• Meetings & Board Coordination: Schedule board meetings; prepare materials; document minutes.
• Contracts & Document Management: Manage facility contracts via Adobe Sign; SharePoint storage.
• Event & Project Coordination: Plan organizational events and major initiatives; maintain events calendar.
• Additional Operational Support: Assist with travel coordination; monitor deadlines and priorities.

Skills

Executive support

Organizational skills

Multitasking

Written communication

Confidentiality & compliance

Tools

Microsoft Office

SharePoint

Document management tools

Job description

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