Executive Assistant

Company: Always Best Care Senior Services

Reports To: Agency Owner & Director of Operations

Position Type: Full-Time

Pay: $20-23/hour

Always Best Care Senior Services is dedicated to providing exceptional in-home care and support to seniors and their families. Our team works together to help clients remain safe, comfortable, and independent while providing families with the guidance and peace of mind they need throughout the care process.

As our organization continues to grow across multiple markets in North Carolina, we are seeking a highly organized, dependable, and detail-oriented Executive Assistant to support our leadership team and assist with the financial, administrative, and operational functions of our organization.

The Executive Assistant plays an important role in supporting the day-to-day business operations of Always Best Care Senior Services. This individual will work closely with agency leadership to manage financial administration, accounts receivable and payable, billing oversight, banking activities, reporting, and a variety of administrative responsibilities.

This position requires someone who is comfortable working with financial information, managing multiple priorities, maintaining accurate records, and ensuring important tasks and deadlines are completed efficiently. The Executive Assistant will also collaborate with various departments, communicate with clients and vendors, assist with employee-related administrative processes, and provide support on special projects and operational needs.

The ideal candidate is proactive, resourceful, and highly organized, with strong attention to detail and the ability to work independently. We are looking for someone who takes ownership of their responsibilities, recognizes discrepancies before they become larger issues, maintains confidentiality, and consistently follows through without requiring constant supervision.

• Manage and monitor accounts receivable, including outstanding client balances, aging reports, and collection activities.
• Contact clients, responsible parties, and authorized representatives regarding outstanding balances, overdue invoices, and payment arrangements.
• Process and accurately record client payments, including checks, credit cards, ACH transactions, and other approved payment methods.
• Monitor declined payments, returned checks, overdue accounts, and unresolved billing balances.
• Receive, review, organize, and process vendor invoices and accounts payable documentation.
• Track vendor payment deadlines, reconcile vendor statements, and identify missing invoices, duplicate charges, or other discrepancies.
• Utilize Quick Books to record financial transactions, post payments and deposits, reconcile accounts, and maintain accurate financial records.
• Complete bank and credit card reconciliations and assist with month-end financial reporting and reconciliation.
• Review financial transactions and identify discrepancies between internal systems, banking records, and Quick Books.
• Maintain organized financial documentation for leadership review, accounting purposes, audits, and tax preparation.
• Review billing reports for accuracy and completeness, identifying outstanding items, unbilled services, and billing discrepancies.
• Collaborate with Billing, Client Services, Care Coordination, Nursing, and other departments to resolve documentation or billing-related issues.
• Prepare and submit invoices, care documentation, timesheets, and other required information to long-term care insurance companies.
• Monitor outstanding insurance reimbursement requests and follow up with insurance providers regarding missing documentation or claim status.
• Assist with workers' compensation administrative processes, including maintaining records, submitting required documentation, and tracking outstanding items.
• Coordinate administrative responsibilities related to the company's 401(k) retirement plan, including contribution submissions, documentation, and communication with payroll and plan providers.
• Retrieve and process company mail, checks, invoices, and other business correspondence.
• Prepare bank deposits and maintain accurate supporting documentation for financial transactions.
• Assist Human Resources with contacting applicants, coordinating interviews, confirming appointments, and updating applicant information.
• Maintain organized electronic and physical filing systems for financial, administrative, and business records.
• Prepare reports,…