Executive Assistant/Secretary

THE ROLE

Our client is seeking a proactive and highly organized Executive Assistant to support their operational and administrative functions. In this vital role, you will provide critical support with meetings, payroll, billing, scheduling, documentation, inbound calls, and special projects. You will help drive process consistency and serve as a key partner to managers and caregivers, ensuring operations run smoothly and efficiently.

This role is ideal for someone who thrives in a fast-paced, mission-driven environment, is passionate about supporting care teams, and has a background in home care, healthcare, or a similar service sector. Experience in an EOS/Traction environment is highly valued.

ESSENTIAL FUNCTIONS

Perform the following administrative and operational support tasks:

• Coordinate and schedule meetings, prepare agendas, take minutes, and follow up on action items
• Assist with payroll, billing, and timekeeping tasks, ensuring accuracy and timely processing
• Manage and update staff and caregiver schedules using internal systems
• Respond to inbound calls, emails, and inquiries from leads, applicants, and clients, routing messages as appropriate

Perform the following documentation and compliance-related responsibilities:

• Prepare, organize, and maintain accurate records and documentation for HR, operations, and compliance purposes
• Support documentation flow, filing, and retrieval to facilitate audits and regulatory compliance
• Assist with handbook updates, policy revisions, and compliance-related projects

Perform the following tasks related to communication and process consistency:

• Ensure clear and timely communication between office, field staff, and clients
• Identify and drive improvements in workflows, documentation, and internal processes to support a consistent client and employee experience
• Help enforce process adherence and contribute to a positive, solutions-oriented team culture

Perform the following special projects and marketing support tasks:

• Assist with basic marketing initiatives, such as flyer sourcing and distribution, Google Workspace/Gmail organization, and team-wide communications
• Support management with project-based work, including handbook updates and process documentation

Perform the following collaboration-related responsibilities:

• Work closely with managers, caregivers, and other administrative team members to ensure seamless operations and outstanding client care
• Participate in team meetings and contribute ideas to improve systems and service delivery

QUALIFICATIONS

• Bachelor's degree or equivalent experience in administration, business, healthcare, or related field preferred
• 2+ years in an administrative, operations, or executive support role—home care, healthcare, or service industry experience is a plus
• Experience in an EOS/Traction business environment highly desirable
• Familiarity with payroll, billing, and scheduling systems (experience with home care platforms a plus)
• Proficient in Google Workspace (Gmail, Calendar, Drive) and MS Office Suite
• Comfortable learning new software tools and systems
• Outstanding organizational, time management, and prioritization skills; able to manage multiple tasks and deadlines
• Strong written and verbal communication skills
• High attention to detail, accuracy, and follow-through
• Self-motivated and able to work independently in a remote environment
• Service mindset, integrity, and ability to handle confidential information

OTHER DETAILS

• Permanent WFH set-up
• Job Type: Full-time

What awaits you upon securing the position?

• Attractive compensation
• Assured allowances
• Leave credits
• Overtime Pay
• Night differential benefits
• HMO, covering one free dependent
• 13th-month salary bonus
• We provide the necessary equipment