Executive Administrative Assistant

Executive Administrative Assistant

Accucare Nursing – Administrative Team

Job Summary

Accucare Nursing is seeking a dynamic, highly organized Executive Administrative Assistant to support senior leadership and ensure smooth day-to-day administrative operations. This role is essential to maintaining efficient workflows across our administrative, scheduling, and clinical support teams.

The ideal candidate is proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced healthcare environment. You will oversee executive scheduling, coordinate internal communications, manage documentation and referrals, and support operational projects. Strong communication skills, discretion with confidential information, and exceptional organizational abilities are essential.

This position plays a critical role in supporting both executive leadership and administrative processes that help deliver quality care to our patients and families.

Key Responsibilities of Executive & Administrative Support

• Manage and maintain executive calendars using Google Workspace, coordinating meetings, appointments, and travel arrangements.
• Prepare, proofread, and transcribe correspondence, reports, presentations, and meeting notes.
• Coordinate projects by tracking deadlines, organizing resources, and communicating with internal teams.
• Assist with planning company meetings, internal events, and conferences from scheduling through follow-up.
• Handle incoming calls with professional phone etiquette and direct inquiries appropriately.
• Maintain organized administrative records and filing systems.
• Assist with expense reports and documentation using JotForm or similar platforms.
• Support office operations including greeting visitors and maintaining office supply inventory.

Daily Administrative & Operations Tasks

• Check voicemails each morning and route messages to appropriate departments.
• Monitor multiple email inboxes and flag urgent messages for leadership.
• Retrieve and review incoming faxes for provider orders or hospital referrals and forward urgent items.
• Monitor E-Fax for newly signed documents including orders and consent forms.
• Verify and distribute change orders such as updated physician orders or authorizations.
• Monitor nurses’ unsubmitted notes in the EMR and notify the Scheduling team of outstanding documentation.
• Enter new patient information into EMR once referral details are finalized.
• Contact new referrals to collect missing information and send pre-intake links as needed.
• Maintain and update the referral tracker.

Operational & Administrative Coordination

• Revise or update school services contracts and send drafts for review and signature.
• Coordinate delivery of gloves, masks, and supplies for patient homes.
• Send medication count sheets to patient homes for nursing visits.
• Review the Weekly Helpful Scheduling List and post corresponding job ads on Indeed.
• Prepare and distribute the bi-weekly company newsletter using Canva.
• Mail letters or packages to families such as welcome packets or policy updates and record tracking numbers.

Qualifications Required

• 2+ years of administrative or executive assistant experience
• Strong organizational and multitasking skills in a fast-paced environment
• Professional communication skillset is required.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace
• Excellent written and verbal communication skills
• Professional phone etiquette and customer service skills
• Strong attention to detail and proofreading ability
• Ability to handle confidential information with discretion
• Experience coordinating projects, meetings, or events

Preferred

• Experience with basic bookkeeping
• Familiarity with EMR systems, or healthcare administration
• Experience using Canva or similar design tools
• Experience working in home healthcare, nursing, or medical administration

✔ Why Join Accucare Nursing?

At Accucare Nursing, we are committed to delivering exceptional care to families and patients. Our administrative team plays a critical role in supporting clinical staff and ensuring operations run smoothly. We value organized, motivated professionals who enjoy working in a collaborative environment and contributing to meaningful healthcare services.

Pay: $22.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Nanuet, NY 10954