Executive Assistant - AdvisaCare Hospice

Position: Executive Assistant (Part-Time)
Schedule: Monday–Friday, 10:00 AM–2:00 PM (20 hours per week)
Reports To: Hospice Administrator

Position Summary

The Executive Assistant provides direct administrative and operational support to the Hospice Administrator. This position helps ensure the efficient operation of the hospice office by managing administrative tasks, coordinating communications, organizing records, assisting with projects, and helping leadership stay focused on patient care, team support, and business operations.

The ideal candidate is highly organized, dependable, detail-oriented, and capable of handling confidential information with professionalism and discretion.

Essential Duties & Responsibilities

Administrative Support

• Manage calendars, appointments, and scheduling for the Hospice Administrator.
• Coordinate meetings and prepare agendas, materials, and follow-up notes.
• Screen and prioritize phone calls, emails, and correspondence.
• Draft, edit, and distribute letters, reports, presentations, and other documents.
• Maintain organized electronic and physical filing systems.

Office Coordination

• Assist with daily office operations and administrative workflows.
• Monitor office supplies and coordinate ordering as needed.
• Prepare packets, forms, and materials for meetings, training, and surveys.
• Assist with mail distribution and outgoing correspondence.

Reporting & Data Management

• Prepare reports, spreadsheets, and summaries as requested.
• Enter and maintain data within company systems.
• Track deadlines, projects, and follow-up items for leadership.
• Assist with maintaining accurate records and documentation.

Project Support

• Assist the Administrator with special projects and initiatives.
• Conduct research and gather information as requested.
• Coordinate project timelines and ensure tasks are completed on schedule.
• Help organize events, training, employee recognition activities, and office meetings.

Compliance & Confidentiality

• Maintain strict confidentiality regarding patient, employee, and company information.
• Support administrative compliance efforts and document organization.
• Assist with preparation for audits, surveys, and regulatory reviews as needed.

Qualifications

• High school diploma or equivalent required.
• Minimum two years of administrative or executive assistant experience preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Workspace.
• Ability to manage multiple priorities with minimal supervision.
• Professional demeanor and strong attention to detail.

Key Competencies

• Organization and planning
• Professional communication
• Initiative and follow-through
• Confidentiality and discretion
• Problem-solving
• Adaptability
• Dependability

Performance Expectations

Success in this role includes:

• Administrator's schedule and priorities are well managed.
• Administrative tasks are completed accurately and on time.
• Reports, documents, and records are organized and maintained.
• Projects and follow-up items are tracked effectively.
• Office operations run smoothly and efficiently.
• Staff and community partners receive professional and timely support.

Ready to Join a Team That Feels Like Family?

If you’re organized, friendly, and ready to make an impact behind the scenes, we’d love to meet you. Apply today and help us support the incredible care we provide to our community.