Executive Assistant

Carefree Living•Burnsville, MN

3d•Hybrid

About The Position

We are seeking a highly organized and detail-oriented Executive Assistant to join our Carefree Living team. This role provides essential support to the Director of Operations and plays a key part in ensuring smooth administrative processes across our assisted living communities. At Carefree Living, we are a caring and supportive employer that values teamwork, communication, and professional growth, and we are committed to creating an environment where employees feel supported and empowered to succeed. Position Overview: The Executive Assistant will initially focus on overseeing and coordinating the waiver process across multiple Carefree Living locations to ensure compliance, continuity of services, and timely reimbursement. As processes are stabilized, the role will transition into a broader Executive Assistant position supporting administrative staff, systems coordination, and operational initiatives across the organization.

Requirements

High school diploma required
Minimum of 2 years' management or administrative experience
Strong proficiency in Microsoft Office Suite and related software
Excellent communication, organizational, and problem-solving skills
Ability to manage multiple priorities and meet deadlines
Professional, flexible, and able to work both independently and collaboratively

Nice To Haves

business or technical college coursework preferred
healthcare or assisted living experience preferred
Experience or knowledge related to Elderly Waiver, 67/90, or similar programs strongly preferred

Responsibilities

Monitor waiver expiration dates for residents across multiple Carefree Living locations
Track upcoming renewals and notify site leadership of approaching deadlines
Coordinate required assessments and ensure appointments are scheduled in a timely manner
Communicate with county case workers to confirm requirements and maintain compliance
Follow up with site teams to ensure all required documentation is completed and submitted
Assist with gathering necessary records and paperwork related to waiver renewals
Maintain accurate tracking systems to ensure all waiver steps are completed prior to expiration
Work collaboratively with clinical teams and administrative staff to ensure continuity of services and payment
Provide updates to leadership regarding waiver status and outstanding items
Support process improvement efforts related to waiver tracking and coordination
Train and support administrative staff across multiple locations
Ensure compliance with new hire processes and paperwork
Assist with scheduling, AP, and administrative functions
Support system use, including SharePoint, Yardi/Eldermark, Easy Shifts, and Educare
Create and edit documents, marketing materials, and social media posts
Provide operational support, including quality improvement initiatives
Act as a liaison between corporate office and site-level teams
Assist with resident billing and payment collection
Build and maintain positive relationships with staff, residents, families, and external partners