Executive Administrative Assistant to CEO & Office Manager
About The Position
KeystoneCare is a mission-driven, Medicare-Certified and CHAP-accredited Home Health & Hospice organization serving the greater Philadelphia region. The Executive Administrative Assistant to the CEO & Office Manager supports executive leadership and oversees front office operations, regulatory coordination, and internal administrative functions. The role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced healthcare environment. The position provides high-level administrative and organizational support, helps ensure smooth daily operations, and contributes to the organization’s mission of serving patients and families with compassion, dignity, and excellence. Responsibilities also include coordinating meetings, regulatory submissions, contracts, events, and operational initiatives.
Requirements
- 3–5 years of administrative or executive support experience, preferably in healthcare.
- Strong organizational, multitasking, and time management skills.
- Excellent written and verbal communication skills 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
- Manage the Executive Director/CEO’s calendar, schedule meetings, and provide reminders.
- Prepare, edit, and format correspondence, reports, and presentations.
- Serve as a primary point of contact for internal and external communications.
- Draft letters of medical necessity, jury duty excuse letters, and claim denial appeals.
- Greet and direct visitors professionally and maintain an organized, welcoming front office.
- Answer and route incoming calls requiring live operator assistance.
- Maintain accurate employee phone lists and distribute updates.
- Monitor office and medical supply inventory, including forms, marketing materials, business cards, and medical supplies; ensure supply areas and the Welcome Station are stocked and organized.
- Coordinate creation and inventory of Open Packets and Facility Binders.
- Coordinate and submit agency license renewals for Medicare Home Health and Hospice, the Department of Human Services Personal Care Home, CHAP, and CLIA.
- Support regulatory audits by maintaining records and providing documentation; assist with compliance tracking and documentation.
- Coordinate Board of Directors meetings, including scheduling, agenda creation, preparation and distribution of materials, minutes, and record maintenance.
- Support Safety Committee meetings and track meeting action items and follow up on deliverables.
- Manage facility contract processes, send agreements via Adobe Sign, maintain executed contracts on SharePoint, and track the facility agreement database.
- Assist with planning and executing organizational events, recognition programs, offsite meetings, and onsite events.
- Maintain and monitor the organization’s Major Events Calendar and manage the Patient Activity Calendar.
- Assist with travel coordination as needed.
- Monitor deadlines, deliverables, and organizational priorities.
- Support executive and operational initiatives and special projects.
Benefits
- Free lunch provided daily.
- Eligible for quarterly bonus for meeting sales targets.
- Accrued paid time off.
- Paid holidays.
- Medical, dental, vision, and Aflac plans available.
- $25K company-paid life insurance policy.
- Retirement plan with discretionary employer match.
- Travel reimbursement between work sites.
- Competitive compensation and benefits.
- Organizational perks that support well-being.
- Opportunities to learn, contribute to high-level projects, and expand administrative and leadership skills.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
