Executive Assistant

Job Summary

We are seeking a reliable, highly organized Temporary Part-Time Executive Assistant / Administrative Assistant to help support the launch of a healthcare staffing agency. This role will assist senior leadership with day-to-day administrative tasks, organization, phone calls, emails, document handling, scheduling, and follow-up items.

This is a hybrid position for approximately 10 hours per week. Some flexibility is available, with weekday availability during normal business hours needed. The ideal candidate is dependable, detail-oriented, professional, and comfortable helping a small business stay organized during its launch phase.

This position is a great fit for someone who enjoys checklists, paperwork, communication, and organization. Retired or semi-retired professionals, experienced office staff, and individuals seeking steady part-time work are encouraged to apply.

Duties

• Make routine phone calls and follow-up calls in a professional and courteous manner
• Write, send, proofread, and organize routine emails and correspondence
• Assist with scheduling calls, meetings, appointments, and reminders
• Scan, save, rename, upload, and organize documents and paperwork
• Maintain organized digital and physical filing systems for easy document retrieval
• Update simple trackers, checklists, spreadsheets, and task lists
• Follow up on missing forms, documents, signatures, or information
• Prepare basic notes, reminders, summaries, and task updates for leadership
• Help organize launch-related paperwork, office tasks, and administrative records
• Support general office organization, document management, and clerical tasks
• Assist with basic data entry using spreadsheets, email, and document tools
• Communicate professionally with vendors, applicants, team members, and business contacts as directed
• Help leadership keep open tasks, due dates, and next steps organized
• Maintain confidentiality and handle business information with discretion

Experience

• Prior experience in an administrative, clerical, receptionist, office assistant, executive assistant, or office management role is preferred
• Strong organization skills and attention to detail are needed
• Comfortable making professional phone calls and sending clear, simple emails
• Experience using Microsoft Office, Google Workspace, email, spreadsheets, PDFs, and digital folders is helpful
• Ability to scan, save, rename, and organize documents accurately
• Experience with data entry, filing systems, proofreading, and task tracking is helpful
• Healthcare office, medical office, staffing, HR, payroll, bookkeeping, or customer service experience is a plus
• Bilingual ability is a plus, but not required
• Must be dependable, professional, trustworthy, and comfortable working from instructions or checklists
• Must be able to keep business information confidential
• Must be able to work independently after being shown the process

Position Details

Hours: Approximately 10 hours per week
Type: Temporary / Part-time / Hybrid
Schedule: Some flexibility available, with weekday availability during normal business hours needed
Location: Hybrid — work will include both remote administrative tasks and in-person support for organizing, scanning, paperwork, and launch-related office tasks.

Important Notes

This is an administrative support role. It does not involve making hiring decisions, approving payments, signing contracts, managing payroll, or making sensitive business decisions independently.

Pay will be discussed based on experience

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Louisville, KY 40223