Executive Support Coordinator

At Empower, we are proud to serve as a one-stop-shop business partner for healthcare organizations to support their administrative and employer needs. We strive to be more than a workplace, but also a community, where every voice is heard, and every team member is valued. Our team is driven by a shared mission to create a positive impact on healthcare organizations and the lives they touch.

Join our team today to be part of our mission!

The Executive Support Coordinator provides high-level administrative and operational support to senior leadership, ensuring seamless day-to-day execution and enabling leaders to focus on strategic priorities. This role serves as a critical connector across departments, managing communication flow, coordinating initiatives, and maintaining organizational efficiency with a high degree of professionalism, discretion, and accountability. By creating structure, driving coordination, and ensuring alignment, the Executive Support Specialist directly contributes to operational excellence and the organization’s ability to scale with consistency, collaboration, and efficiency.

• Manage calendars, scheduling, and prioritization of meetings across multiple stakeholders
• Coordinate travel arrangements, itineraries, and logistics for executives
• Prepare agendas, briefing materials, and follow-ups for meetings
• Track action items and ensure timely completion across departments
• Support execution of strategic initiatives and cross-functional projects
• Assist in developing presentations, reports, and executive-level communications, including drafting emails and internal messaging
• Maintain visibility into key priorities, deadlines, and deliverables
• Serve as a liaison between leadership and internal/external stakeholders
• Organize and maintain critical documents, files, and reporting tools
• Handle sensitive and confidential information with the highest level of professionalism
• Identify opportunities to improve workflows, systems, and administrative processes
• Support implementation of tools, templates, and tracking mechanisms
• Assist with coordination of recurring leadership meetings, committees, and reporting cycles

• Regulatory Documentation:
  Assist in the administrative preparation and assembly of complex documentation required for state and federal regulatory filings, license renewals, and compliance reports unique to the home health and hospice industry (e.g., CMS, state health departments).
• Contract Flow:
  Manage the administrative lifecycle of legal contracts (payer, vendor, employment), including tracking status, circulating for signatures, and ensuring executed copies are finalized and archived.
• Confidentiality:
  Serve as the gatekeeper for highly sensitive legal and patient-related information, operating with absolute discretion in accordance with all company policies and federal law.

• Administrative Support:
  Manage incoming mail, coordinate signatures, prioritizing items that require immediate attention. Draft and prepare routine correspondence.
• Document Management:
  Scan, digitize, and maintain physical and electronic files, corporate contracts, and litigation materials, ensuring strict adherence to HIPAA privacy standards.
• Contract Coordination:
  Assist in the initial intake and filing of vendor agreements, physician contracts, and service-level agreements.
• Calendar & Deadlines:
  Monitor legal calendars to track critical deadlines for regulatory filings.
• Research Assistance:
  Conduct basic factual or administrative research into state-specific home health regulations or public records as directed.
• Lease Management:
  Maintain centralized tracking of all facility leases, renewals, and key terms across locations. Monitor critical dates (renewals, expirations, notice periods) and proactively escalates to leadership. Submit new leases to insurance carriers to ensure proper coverage.
• Licensing & Credentialing Support:
  Help track and organize state licensure renewals and Medicare/Medicaid certifications for various facility locations.
• Office Support:
  Handle general administrative tasks for the legal and executive team, including ordering supplies, making copies, and maintaining shared office resources.

• Performs other duties as assigned or requested.
• Orders office supplies as needed.
• Expert proficiency in Microsoft Office Suite (Word, Outlook, Excel), particularly advanced formatting and editing functions in Word.
• Exceptional proofreading skills and meticulous attention to detail.
• Demonstrated ability to maintain confidentiality and handle sensitive information with professional judgment.
• Familiarity with legal terminology, regulatory bodies (e.g., CMS), and compliance concepts (e.g., HIPAA).
• Experience with assisting with corporate governance tasks and requirements.

• Time management & cooperative attitude
• Handle sensitive and confidential…