Executive Assistant / Operations Support Specialist

Homewatch CareGivers•Meridian, ID

8d•Hybrid

About The Position

The Executive Assistant / Operations Support Specialist supports the General Manager by assisting with operational, client support, administrative, billing, scheduling, and field testing responsibilities. This person will help keep the business organized, responsive, and efficient while freeing the General Manager to focus on growth, sales, strategy, and leadership. The ideal candidate is organized, dependable, tech-savvy, proactive, and comfortable learning new systems. Experience using AI tools, automation, CRM software, spreadsheets, and business technology is a strong plus. Fastest Labs provides professional drug, alcohol, DNA, and workplace testing services for companies and individuals. We help employers build safer workplaces, stay compliant, make better hiring decisions, and respond quickly when testing needs arise. Our standard is simple: clean, fast, accurate, and dignified testing. We are growing and looking for a highly capable, proactive person who can support the General Manager, improve operational follow-through, communicate well with clients, and help the business scale. This is not a “wait to be told what to do” role. We need someone who sees what needs to happen, takes ownership, uses technology well, and helps move the business forward.

Requirements

Strong written and verbal communication skills
High comfort level with computers, software, email, and spreadsheets
Ability to manage multiple priorities without constant supervision
Valid driver’s license and reliable transportation
Willingness to travel locally between Boise, Meridian, and client locations
Willingness to participate in after-hours/on-call testing rotation
Ability to maintain confidentiality and follow detailed procedures
Ability to pass required background checks and company screening requirements

Nice To Haves

Experience using AI tools, automation, CRM software, spreadsheets, and business technology is a strong plus.
Highly organized and detail-oriented
Proactive and self-directed
Comfortable taking ownership of important tasks
Strong with software, spreadsheets, email, and business systems
Experienced in using AI and technology to work smarter
Professional with clients, donors, and team members
Calm under pressure and able to handle urgent requests
Comfortable with accountability and follow-through
Able to protect confidential information
Willing to learn drug and alcohol testing procedures
Reliable, punctual, and dependable
Comfortable working both in the office and in the field
Experience as an executive assistant, operations coordinator, office manager, client success specialist, or administrative support professional
Experience with CRM systems, billing software, scheduling tools, Google Workspace, Microsoft Office, or similar platforms
Experience using AI tools such as ChatGPT or other productivity platforms
Experience in healthcare, compliance, HR support, testing, logistics, or field service
Experience with invoicing, client onboarding, or inventory coordination
DOT drug and alcohol testing experience is helpful but not required

Responsibilities

Support the General Manager with day-to-day operational priorities
Manage and organize the General Manager’s email inbox
Proactively identify tasks, issues, and follow-ups that need attention
Help improve business processes, workflows, checklists, and systems
Assist with documentation, internal processes, and operational organization
Track open tasks and follow through until completion
Communicate professionally with clients by phone, email, and text
Help onboard new corporate accounts and clients
Assist clients with testing questions, scheduling, account setup, and general support
Maintain fast, clear, and respectful communication with clients
Help create a positive client experience from first contact through ongoing service
Schedule on-site drug and alcohol testing appointments
Perform scheduled on-site drug and alcohol testing for clients
Participate in the after-hours and on-call testing rotation
Represent Fastest Labs professionally while working at client locations
Follow testing procedures, chain-of-custody requirements, and confidentiality standards
Maintain a clean, respectful, and professional testing experience for donors
Complete monthly client invoicing and billing support
Coordinate with lab managers on inventory needs
Manage inventory ordering for both lab locations
Help maintain accurate records for supplies, orders, and client billing
Follow up on missing information, billing questions, and operational details
Use software tools to improve speed, organization, and accuracy
Learn and use company systems, including CRM, scheduling, billing, email, spreadsheets, and testing platforms
Use AI tools responsibly to improve writing, organization, workflow, documentation, and productivity
Look for ways to reduce repetitive work, improve response time, and make processes more scalable
Bring ideas to the table instead of simply maintaining the status quo