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About the Role
The Administrative Assistant plays a key role in ensuring the smooth functioning of our office by handling administrative tasks, managing communication, and assisting with scheduling. This position requires strong organizational skills, attention to detail, and excellent customer service abilities.
Requirements
High school diploma or Associate’s degree in Business Administration or a related field (preferred).
1-2 years of administrative or office experience (experience in healthcare or service industries is a plus).
Strong organizational and multitasking skills.
Proficiency in Microsoft Office (Word, Excel, Outlook) and basic office software.
Excellent verbal and written communication and customer service skills.
Ability to handle confidential information with professionalism.
Familiarity with scheduling, billing, and record-keeping systems.
Responsibilities
1. Office Administration & Clerical Tasks
Manage company files, records, and documentation (both physical and digital).
Perform data entry, document preparation, and reporting as needed.
Ensure office supplies are stocked and ordered when necessary.
2. Customer Service & Communication
Answer phone calls, emails, and client inquiries professionally.
Greet and assist visitors, clients, and caregivers in the office.
Maintain a professional and friendly communication style with all stakeholders.
3. Scheduling & Appointment Coordination
Schedule and confirm appointments for home care services, CPR training, and language services.
Manage calendars for the CEO, COO, and team members.
Assist in coordinating caregiver assignments and interpreter bookings.
4. Billing & Financial Assistance
Assist with processing invoices, tracking payments, and managing billing records.
Support payroll preparation by collecting and verifying staff timesheets.
Maintain financial records and assist with budget tracking.
5. Support for Training & Events
Help organize CPR training sessions, caregiver orientations, and company meetings.
Prepare training materials and maintain class attendance records.
Assist with marketing efforts, including managing emails, flyers, and social media updates.
6. Compliance & Documentation
Ensure all business licenses, certifications, and contracts are up to date.
Maintain confidentiality of client and employee records.
Assist with reporting and compliance paperwork as required.
Benefits
Competitive salary
Flexible work schedule options
Growth opportunities within the company
Supportive and team-oriented work environment
About the Company
Heart and Hands on-Deck Care Support is a professional service provider specializing in home care, language services, CPR training, and professional interpretation. We are dedicated to delivering compassionate care, effective communication solutions, and life-saving training to our clients. We are looking for an organized and proactive Administrative Assistant to support our daily operations.
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