Executive Assistant

Job Description

Job Description

Benefits:

• 401(k)
• Paid time off
• Company parties
• Competitive salary
• Flexible schedule
• Opportunity for advancement
• Parental leave
• Training & development

Executive Assistant Job Description

At PossAbility, LLC, we strive to be the difference we wish to see in the world, investing fully into the community with a heartfelt, person-centered, ability focus. We honor each person’s unique gifts, supporting them to be all they can and desire to be. Our mission is Engaging hearts, Empowering lives, and Encouraging every possibility to blossom into reality . We believe in a world where everyone is seen and supported, every individual deserves a community where their abilities are celebrated and their voice is heard. PossAbility ensures feelings of inclusion, dignity, respect, support, safety, and most importantly accepting who they are, as they are.

Key Responsibilities

PossAbility, LLC is a busy, community-focused agency. As we continue to welcome a steady influx of new individuals into our care, we are seeking a dependable and organized Executive Assistant to keep our daily operations running smoothly.

As the Executive Assistant, you serve as the operational partner to the Agency Owner, ensuring that the behind-the-scenes systems are as compassionate and organized as the care we provide. This is a hands-on role for a seasoned professional who enjoys multitasking in a small-office setting and understands that organized paperwork is a form of advocacy for the individuals we serve.

Responsibilities Include: 

1. Scheduling & Coordination

Strategic Scheduling, Coordination & Travel Logistics

·       Inclusion-Focused Calendar Management: Maintain the master agency schedule, precisely coordinating site visits, team meetings, and critical appointments with state governing bodies.  

·       Efficiency & Travel Planning: Map out and coordinate local travel to community sites to optimize the team’s workday and maximize client-facing time.  Executive 

·       Meeting Readiness: Proactively organize all necessary client files, briefing notes, and background data required for site visits or stakeholder meetings to ensure the Owner is fully prepared.  

·       Accessibility Oversight: Ensure the physical office remains staffed during business hours and that communication lines, including the after-hours phone line remain functional and responsive to care needs

2. Growth & Office Support

Personnel Empowerment & Growth Support

·       Holistic Onboarding & HR: Manage the flow of administrative paperwork for new employees and client starts, ensuring every file is 100% complete and audit-ready according to state standards.

·       Staff Credentialing & Support: Verify that all hired employees are qualified and meet the specific standards outlined in their job descriptions before they begin service.

·       Project Stewardship: Maintain a dynamic list of active agency projects and deadlines, providing the Owner with quick, accurate updates to ensure growth occurs without sacrificing quality.

·       Liaison Functions: Act as a professional bridge between the agency and employees, providers, guardians, and the community to ensure contractual agreements and care quality are maintained

3. Compliance & Documentation

Advanced Documentation & Regulatory Compliance

·       Integrity of Records: Oversee and maintain current personnel, administrative, and client records in a strictly confidential and organized manner.  

·       Regulatory Advocacy: Ensure all services adhere to federal, state, and local regulations, including the maintenance of an up-to-date organizational chart and agency policies.  

·       Incident & Report Management: Coordinate the submission of agency reports and client complaints to state departments; specifically, ensuring any incident reports are submitted within 24 hours with a corrective action plan in place.  

·       Continuous Learning: Stay current with required trainings regarding federal and state laws to maintain active, accurate knowledge of client-centered care regulations.

·       Credential & Document Tracking: Maintain a reliable system for tracking professional certifications, licenses, trainings, and the agency’s state licensing renewal dates.

·        Professional Drafting: Help draft clear memos, letters, and simple presentations that represent the agency’s work and mission.

4. Financial Monitoring & Tracking

Financial Stewardship & Business Development

·       Financial Oversight: Perform regular monitoring of QuickBooks to categorize transactions properly and provide accurate snapshots of the agency’s current cash flow.

·       Billing and Reimbursement: Manage the end-to-end billing and reimbursement process while maintaining precise records of all service hours worked to ensure agency sustainability.

·       Confidential Record Retention: Maintain secure, confidential digital and physical files of all financial contracts, state correspondence, personnel files, and client records.

·       Compliance and Integrity: Ensure all financial documentation and data handling comply with HIPAA standards and state privacy regulations

·       Utilization Monitoring: Track agency hour utilization and monitor professional certification renewal dates to prevent service lapses and maintain total regulatory compliance

5. Strategic Business Growth and Program Development

Supporting the Agency Owner in expanding the PossAbility reach requires a proactive mindset focused on both organizational health and community impact. 

·        Growth and Revenue Strategy: Contribute to strategic efforts to expand the client base and promote long-term revenue growth through dedicated program development. 

·        Program Implementation: Assist in the planning, design, and implementation of new programs and management policies that enhance the quality of care and internal operational flow. 

·        Mission-Driven Communications: Draft clear, professional memos, letters, and presentations that effectively represent the agency’s unique, person-centered approach to potential partners and stakeholders. 

·        Organizational Scaling: Maintain an up-to-date organizational chart that clearly defines lines of authority for management, staff, and clients as the agency continues to grow. 

·        Quality Assurance: Ensure all new personnel meet specific qualifications and that all required incident reports include a corrective action plan submitted within 24 hours to maintain high standards of excellence. 

Job Types: Full-time, Part-time

Benefits:

·        Paid time off

·        Professional Growth

Education:

• High school or equivalent
• Associate or bachelor’s Degree

Experience:

• Executive administrative support: 1 year (Preferred)
• Home & community care: 1 year (Preferred)
• Human resources: 1 year (Preferred)
• Data entry: 1 year (Preferred)
• Communication skills: 1 year (Preferred)
• Document management: 1 year (Preferred)
• Compliance management: 1 year (Preferred)
• Phone etiquette: 1 year (Preferred)
• Records management: 1 year (Preferred)
• EHR systems: 1 year (Preferred)
• Interviewing: 1 year (Preferred)

Willingness to travel:

• 50% 

Work Location: Hybrid remote in Springfield, IL 62704

Qualifications

To ensure the stability and high standard of care at PossAbility, the Executive Executive Assistant must possess a blend of professional experience, specialized healthcare knowledge, and a heart for service. 

Professional Experience

• Administrative Tenure: A minimum of 3+ years in an administrative or office specialist role. 
• Sector Expertise: At least 1 year of experience in healthcare, home care, or a small business environment. 
• Specialized Background: A minimum of 1 year of experience in human resources, compliance management, and executive administrative support. 
• Technical Proficiency: At least 1 year of experience with Electronic Health Record (EHR) systems, data entry, and records management. 

Education & Certifications

• Core Education: High School Diploma or GED. 
• Advanced Education (Preferred): An Associates or Bachelor's degree in business operations, human/health services, or a related field. 
• Safety Certification: A current CPR/First Aid Certificate is required. 

Technical & Functional Skills

• Digital Tools: Proficiency in Microsoft 365, Google Workspace, and basic QuickBooks for record-keeping. 
• Financial Literacy: Proven budget development skills and the ability to monitor cash flow snapshots. 
• Communication: Strong verbal communication, phone etiquette, and active listening skills. 
• Critical Thinking: Demonstrated ability to multi-task, problem-solve, and maintain organizational charts and agency policies. 

Legal & Logistics

• Age Requirement: Must be at least 18 years old. 
• Mobility: A valid Driver’s License and current Auto Insurance are required. 
• Travel: A willingness to travel approximately 25% for local agency needs. 
• Clearances: Ability to pass all required registry clearances and criminal background checks. 

Core Attributes

• Mission Alignment: A genuine, "big-hearted" heart for the individuals served and a commitment to person-centered care
• Integrity: A high level of discretion when handling sensitive personal health information (HIPAA) and financial details
• Reliability: A self-starter who can work independently and remain organized in a busy, small office setting

Skills: Strong verbal communication, active listening, and a compassionate, "big-hearted" approach to service. Must possess interpersonal skills, ability to multi-task, have critical thinking, practice active listening and validation, have reading comprehension, a teamwork mindset, a person-centered approach, and problem-solving skills. 

ive workplace where every team member is valued and empowered to grow.

Flexible work from home options available.