Executive Assistant (part-time)

Elder Care Advocacy Services Inc; Jamison (PA); Presencial; USD 25 000 - 39 000; Tempo parcial

Resumo da oferta

Elder Care Advocacy Services Inc. in Jamison, PA is seeking an Executive Assistant to the President to help ensure smooth daily operations.

You will coordinate schedules, manage communications, and organize financial records with accuracy and discretion to support leadership in serving clients. This role requires meticulous organization, confidentiality, and proactive problem-solving, with flexibility for variable hours and local errands.

Qualificações

• Experience supporting C-suite or senior leaders preferred.
• Strong confidentiality and judgment in handling sensitive matters.
• Excellent organizational skills across multiple clients and priorities.
• Proactive mindset and ability to anticipate needs.
• Proficient with standard office software and scheduling tools.

Responsabilidades

• Provide day-to-day administrative and organizational support to the President
• Manage the President's calendar, coordinate appointments and meetings, and track deadlines
• Retrieve, sort, organize mail and important documents
• Review bills and assist with payments and financial records
• Assist with guardianship paperwork, court filings, and related documents
• Coordinate with medical providers, facilities, and legal professionals
• Handle incoming calls and emails with timely responses
• Maintain confidential client records and files
• Support IT and office systems, including scheduling platforms
• Track outstanding tasks and coordinate follow-ups
• Complete occasional errands and document deliveries
• Identify opportunities to improve organization and workflows

Conhecimentos

Executive support

Calendar management

Communication

Discretion

Multitasking

Financial record keeping

Attention to detail

Independent work

Ferramentas

Microsoft Office

Email software

Descrição da oferta de emprego

Description

Trusted Partnership | Exceptional Organization | Operational Excellence

As an Executive Assistant to the President at ECAS, you will play an important role in supporting the daily operations of our organization while helping ensure that client matters are managed with accuracy, efficiency, and care. From coordinating schedules and managing communications to organizing financial records, preparing documents, and assisting with client-related needs, you will provide dependable, detail-oriented support that allows our leadership team to focus on serving those who depend on us.

This role goes beyond traditional administrative support. Our work involves sensitive personal, financial, medical, and legal matters, making sound judgment, confidentiality, and attention to detail essential. The ideal Executive Assistant is highly organized, resourceful, and proactive. It is someone who anticipates needs, takes ownership of responsibilities, and can be trusted to manage multiple priorities with professionalism, discretion, and a genuine commitment to excellence.

What You'll Do

• Provide day-to-day administrative and organizational support to the President
• Manage the President's calendar, coordinate appointments and meetings, and track important deadlines and follow-up tasks
• Retrieve, sort, organize, and distribute mail, identifying time-sensitive correspondence, bills, and important documents
• Review bills, prepare and process authorized payments, reconcile amounts, and maintain accurate financial records and supporting documentation
• Assist with preparing, organizing, and maintaining guardianship paperwork, court filings, reports, and other legal-related documents
• Communicate and coordinate with medical providers, hospitals, care facilities, pharmacies, legal professionals, and other individuals involved in client matters
• Manage incoming calls and emails, prioritize requests, and ensure important communications receive timely attention
• Maintain organized, accurate, and confidential client records, files, and documentation
• Assist with technology and administrative systems, including scheduling platforms, electronic records, security cameras, and everyday office software
• Track outstanding tasks, coordinate follow-ups, and help ensure client-related responsibilities are completed accurately and on time
• Complete occasional errands, document deliveries, and other administrative assignments as needed
• Identify opportunities to improve organization, efficiency, and daily workflows
• Handle sensitive client and business information with strict confidentiality, discretion, and professionalism

Position Details

• Employment Type: Part-time
• Schedule: Flexible hours based on business needs and availability
• Work Environment: Administrative support, client-related coordination, and occasional local errands

Requirements

• Prior experience in executive assistance, office administration, bookkeeping, healthcare administration, or a related field preferred
• Integrity, honesty, confidentiality, and sound judgment are essential
• Strong mathematical skills and exceptional attention to detail, particularly when handling financial records, bills, and payments
• Excellent organizational skills and the ability to manage competing priorities across multiple clients and responsibilities
• Strong written and verbal communication skills with a professional, patient, and compassionate demeanor
• Proficiency with computers, email, calendars, Microsoft Office, and everyday technology, with a willingness to learn new systems
• A proactive, solutions-oriented mindset and the ability to anticipate needs and take initiative
• The ability to work independently, exercise thoughtful judgment, and recognize when matters require leadership's attention
• Dependability, punctuality, and a strong commitment to following through on responsibilities
• Flexibility and adaptability in a dynamic environment where priorities and client needs may change
• A positive, willing-to-learn attitude and a genuine interest in supporting the mission of ECAS
• Valid driver's license and reliable transportation for occasional local errands