Executive Administrative Assistant to CEO & Office Manager

Join Keystone Care as an Executive Administrative Assistant to the CEO & Office Manager

At Keystone Care, we are a mission‑driven, Medicare‑Certified and CHAP‑accredited Home Health & Hospice organization serving the greater Philadelphia region. Our work supports patients and families at critical moments with compassion, dignity, and excellence.

This role is essential to ensuring smooth daily operations while providing high‑level administrative and organizational support to executive leadership.

Make your next career move one that places you at the heart of a mission‑driven organization—supporting leadership, strengthening operations, and contributing to a team devoted to compassion, dignity, and exceptional care.

The Executive Administrative Assistant to the CEO & Office Manager plays a key role in supporting executive leadership while overseeing front office operations, regulatory coordination, and internal administrative functions.

This position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast‑paced healthcare environment.

Manage the Executive Director/CEO calendar, scheduling meetings and providing reminders.

• Prepare, edit, and format correspondence, reports, and presentations.
• Serve as a primary point of contact for internal and external communications.
• Draft professional correspondence including:
  • Letters of medical necessity
  • Jury duty excuse letters
  • Claim denial appeals

• Greet and direct visitors professionally.
• Maintain an organized and welcoming front office environment.
• Answer and route incoming calls requiring live operator assistance.
• Maintain accurate employee phone lists and distribute updates as needed.

Maintain and monitor inventory of office and medical supplies, including:

• Forms, marketing materials, and business cards.
• Medical supply ordering.
• Ensure Welcome Station and office supply areas are stocked and organized.
• Coordinate creation and inventory of Open Packets and Facility Binders.

Coordinate and submit agency license renewals, including:

• Medicare Home Health and Hospice.
• Department of Human Services (Personal Care Home).
• Community Health Accreditation Program (CHAP).
• CLIA.
• Support regulatory audits by maintaining records and providing documentation.
• Assist with compliance tracking and documentation.

Coordinate Board of Directors meetings, including:

• Scheduling and agenda creation.
• Preparation and distribution of materials.
• Documenting minutes and maintaining records.
• Support Safety Committee meetings with similar responsibilities.
• Track meeting action items and follow up on deliverables.

• Manage facility contract processes:
  • Send agreements via Adobe Sign.
  • Maintain executed contracts on SharePoint.
  • Track and maintain facility agreement database.

• Assist with planning and execution of:
  • Organizational events and recognition programs.
  • Offsite meetings and onsite events.
  • Maintain and monitor the organization’s Major Events Calendar.
  • Manage Patient Activity Calendar.

• Assist with travel coordination as needed.
• Monitor deadlines, deliverables, and organizational priorities.
• Support executive and operational initiatives and special projects.

• 3–5 years of administrative/executive support experience, preferably in healthcare.
• Strong organizational, multitasking, and time management skills.
• Excellent written and verbal communication 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.

• Free Lunch Provided Daily.
• Eligible for quarterly Bonus for meeting sales targets.
• Accrued Paid Time Off.
• Paid Holidays.
• Medical, Dental, Vision, and Aflac plan available.
• $25K Company Paid Life Insurance Policy.
• Retirement plan with discretionary employer match.
• Travel reimbursement between work sites.