Assistant to the Administrator & President

Position Summary

A Peace of Mind Caregivers is seeking a highly organized, professional, dependable, and proactive Assistant to the Administrator & President to provide direct executive and administrative support to agency leadership.

This position is an important part of the administrative operations of our home care agency and will assist the Administrator and President with day-to-day operations, employee coordination, client documentation, scheduling, compliance tracking, communications, and special projects.

The ideal candidate must be detail-oriented, professional, technologically proficient, comfortable working in a fast-paced healthcare environment, and capable of managing multiple priorities with minimal supervision.

Because this position will have access to confidential company, employee, caregiver, and client information, the successful candidate must demonstrate excellent judgment, discretion, professionalism, and strict adherence to confidentiality and HIPAA requirements.

This is a hands-on administrative role. The Assistant to the Administrator & President will be expected to take ownership of assigned responsibilities, follow up on incomplete tasks, monitor deadlines, communicate with employees and caregivers, and help ensure that administrative and operational requirements are completed accurately and timely.

• Provide direct administrative support to the Administrator and President.
• Manage calendars, appointments, meetings, reminders, and administrative deadlines.
• Schedule and coordinate internal and external meetings.
• Prepare agendas, correspondence, reports, spreadsheets, presentations, and other administrative materials.
• Draft and prepare professional emails, letters, notices, and internal communications.
• Monitor pending matters and follow up with appropriate staff members.
• Maintain organized electronic files and executive records.
• Assist with special projects and company initiatives.
• Handle sensitive and confidential information with discretion.
• Communicate with employees, caregivers, clients, vendors, healthcare professionals, and business partners on behalf of leadership when authorized.

• Assist the Administrator with the daily administrative operations of A Peace of Mind Caregivers.
• Support communication between administration, office personnel, caregivers, clients, and families.
• Assist with caregiver and employee file maintenance.
• Assist with client file organization and documentation.
• Track missing or incomplete documentation.
• Follow up with employees regarding required records, forms, credentials, and administrative requirements.
• Help monitor employee and caregiver document expiration dates.
• Assist with maintaining personnel files in accordance with agency policies.
• Assist with maintaining client records in an organized and confidential manner.
• Help ensure required documents are uploaded and properly maintained in the agency's electronic systems.
• Assist with preparation of administrative reports and tracking logs.
• Assist management with maintaining accurate internal directories and contact information.

• Communicate with caregivers regarding administrative requirements, documentation, meetings, and training.
• Track employee credentials and required documentation.
• Follow up on missing or expiring documents.
• Assist with onboarding documentation for new employees and caregivers.
• Coordinate completion of required employment forms.
• Assist with scheduling orientation, training, and administrative meetings.
• Maintain professional communication with staff.
• Escalate employee concerns or compliance issues to the Administrator when appropriate.
• Help ensure caregivers understand agency administrative requirements and deadlines.

• Assist with organizing new client admission and intake documentation.
• Maintain client administrative records.
• Assist with tracking care plans, service documentation, authorizations, and renewal dates.
• Follow up on missing client documentation when assigned.
• Coordinate communication between clients, families, caregivers, and administration when necessary.
• Assist with scheduling administrative or supervisory visits as directed.
• Document and communicate important client-related administrative matters to management.
• Maintain confidentiality of all client information.

• Assist the Administrator in maintaining agency compliance documentation.
• Track licenses, certifications, employee credentials, training requirements, and expiration dates.
• Assist with preparation for state surveys, inspections, audits, and other regulatory activities.
• Help organize documentation requested during surveys or inspections.
• Assist with maintaining agency policies, procedures, forms, and administrative records.
• Monitor assigned compliance deadlines and provide reminders to management.
• Assist with employee training records.
• Support the Administrator with corrective action…