Executive Assistant

EXECUTIVE ASSISTANT AND OFFICE OPERATIONS COORDINATOR

Always Best Care of Wesley Chapel is hiring an Executive Assistant and Office Operations Coordinator to support the Founder and CEO and help build a calm, organized office as the agency prepares to open.

This is a high trust administrative and operations role for someone who can manage schedules, organize priorities, track open items, maintain clean records, and follow through without repeated reminders. You will help build the office rhythm, communication habits, and operating structure from the beginning.

WHAT YOU WILL DO

• Manage calendar, scheduling, reminders, meeting preparation, and CEO coordination
• Prepare daily and weekly priority updates with deadlines, open questions, and next steps
• Track tasks, vendor follow ups, launch items, documents, meeting notes, and assigned projects
• Support hiring, onboarding, licensing preparation, office setup, and internal communication
• Coordinate appointments, travel details, office logistics, and administrative follow up
• Maintain organized files, trackers, notes, and administrative records
• Handle company, employee, caregiver, applicant, client, and family information with discretion and confidentiality

MUST HAVE

• Experience as an Executive Assistant, Senior Administrative Assistant, Office Coordinator, Operations Coordinator, healthcare administrator, or similar role
• Strong written communication and the ability to summarize clearly
• Strong task management, organization, and follow through
• Comfort with Microsoft 365, Teams, SharePoint, Excel, task trackers, CRM systems, or similar platforms
• Good judgment with confidential or sensitive information
• Ability to work primarily in office in the Wesley Chapel / Lutz area

NICE TO HAVE

• Home care, healthcare, senior care, medical office, franchise, or small business experience
• Experience supporting a founder or executive during launch or early growth
• Experience organizing files, SharePoint folders, trackers, checklists, or administrative systems
• Experience with CRM, payroll, scheduling, onboarding, or applicant tracking systems
• Comfort coordinating across vendors, applicants, office staff, and leadership

WHY THIS ROLE STANDS OUT

This role is close to the center of the business. You will not be inheriting years of office politics or broken systems. You will help build the practical routines that keep the CEO, office, vendors, applicants, and internal team aligned.

Our team operates with clear rules:

• Care Comes First
• Accept Reality Early
• Resolve Obstacles Don’t Avoid Them
• Everyone Owns Their Lane

That means concerns are expected to be raised early, mistakes are handled directly, and accountability is paired with support. Good people should not have to work inside confusion, blame, or constant crisis.

BENEFITS AND SUPPORT

• Health benefits through Vitable, including unlimited primary care appointments and mental health coaching for eligible members
• ICHRA, vision, dental, Corestream discounts, and voluntary benefits through Viventium when eligible
• PTO, paid training, and paid ongoing learning time
• Professional office and training space that supports focused work
• Direct access to the Founder and CEO
• Clear expectations, direct feedback, and a leadership style that values early communication
• Future growth opportunities as the agency, office systems, and leadership structure develop

ABOUT US

Always Best Care of Wesley Chapel is a woman led, disability informed agency built on empathy, accountability, and strong communication. We believe families deserve reliable care and employees deserve clarity, respect, and a workplace where issues can be named before they become crises.

If you are calm under pressure, serious about follow through, and energized by helping build systems the right way, we want to hear from you.

Pay: $54,000.00 - $62,400.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Work Location: In person