Executive Administrative Assistant

Join BoldAge PACE and Make a Difference!

Why work with us?

A People First Environment: We make what is important to those we serve important to us.

Make an Impact: Enhance the quality of life for seniors.

Professional Growth : Access to training and career development.

C ompetitive Compensation:

• Medical/Dental
• Paid Time Off 200 Hours Annually*
• 401K with Match**
• Life Insurance
• Tuition Reimbursement
• Flexible Spending Account
• Employee Assistance Program

BE PART OF OUR MISSION!

Are you passionate about helping older adults live meaningful, independent lives at home with grace and dignity? BoldAge PACE is an all-inclusive program of care, personalized to meet the individual health and well-being needs of our participants. Our approach is simple: We listen to our participants and their caregivers to truly understand their needs and desires.

Executive Administrative Assistant

JOB SUMMARY

The Executive Administrative Assistant provides high-level administrative and operational support to the Executive Director and leadership within a healthcare setting. This role is critical in ensuring the smooth coordination of executive functions, regulatory compliance, and communication across clinical and administrative teams. The ideal candidate will demonstrate exceptional organizational skills, discretion, and the ability to manage sensitive healthcare information in a fast-paced, patient-centered environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Draft, transcribe, and distribute executive-level correspondence, reports, and healthcare documentation.
• Support the maintenance and revision of healthcare facility policies, emergency preparedness plans, and infection control manuals.
• Perform administrative errands using a personal vehicle, including document delivery and supply pickup.
• Schedule and coordinate meetings, including interdisciplinary team huddles , compliance reviews, and vendor engagements.
• Maintain accurate and up-to-date provider and vendor directories in compliance with healthcare regulations.
• Manage incoming and outgoing mail, ensuring timely distribution of clinical and administrative materials.
• Coordinate conference room usage for clinical training, staff meetings, and compliance sessions.
• Maintain office supply inventory and oversee service for essential equipment (e.g., copiers, fax machines).
• Serve as a backup to the front desk, providing professional and courteous communication to patients, families, and vendors.
• Prepare contracts, signage, and internal communications; update organizational charts and contact directories.
• Attend and document minutes for compliance, quality assurance, and leadership meetings.
• Collaborate with Health Plan Operations to initiate and track provider and vendor contracting and credentialing.
• Support HR functions including onboarding, compliance training, performance evaluations, and employee engagement initiatives.
• Coordinate Day 1 onboarding logistics for clinical and administrative staff.
• Assist with the distribution and tracking of company-issued equipment (e.g., laptops, mobile devices).
• Retrieve and manage medical records as directed, ensuring HIPAA compliance.
• Perform other duties as assigned in support of healthcare operations

EXPERIENCE AND EDUCATION:

• High school diploma required; associate degree preferred
• Two years experience as an Administrative Assistant is required.
• One or more years of experience in a long-term care facility is preferred.
• Must have reliable transportation, a valid driver's license, and the minimum state required liability auto insurance.
• Be medically cleared for communicable diseases and have all immunizations up-to-date before engaging in direct participant contact.
• Pass a comprehensive criminal background check that may include, but is not limited to, federal and state Medicare/Medicaid exclusion lists, criminal history, education verification, license verification, reference check, and drug screen.

PRE-EMPLOYMENT REQUIREMENTS:

• Must have reliable transportation, a valid driver's license, and the minimum state required liability auto insurance.
• Be medically cleared for communicable diseases and have all immunizations up to date before engaging in direct participant contact.
• Pass a comprehensive criminal background check that may include, but is not limited to, federal and state Medicare/Medicaid exclusion lists, criminal history, education verification, license verification, reference check, and drug screen.
• Proof of required immunizations

BoldAge PACE provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

*Paid Time Off Includes seven holidays

** Match begins after one year of employment