Executive Assistant to the Owner and CEO

Job Description

Job Description

Benefits:

• Competitive salary
• Flexible schedule
• Training & development

Total Communication Therapy is seeking a highly organized, proactive, and resourceful Executive Assistant to support the Owner & CEO in the daily management and growth of the organization. This role serves as the primary administrative and operational support partner to the CEO, helping oversee recruiting, employee onboarding, client intake coordination, insurance administration, payroll support, marketing initiatives, business development activities, and organizational operations.

The Executive Assistant acts as an extension of the CEO, ensuring priorities are executed efficiently, communications are managed professionally, and business operations run smoothly. The ideal candidate is detail-oriented, highly organized, able to maintain confidentiality, and comfortable managing multiple projects in a fast-paced healthcare and educational services environment.

Essential Duties and Responsibilities

Executive Support

• Manage and monitor the CEO's email communications, prioritizing inquiries and responding as appropriate.
• Coordinate calendars, meetings, appointments, and scheduling for the CEO.
• Assist with project management, research, reporting, and special initiatives.
• Draft correspondence, presentations, reports, and business communications on behalf of the CEO.
• Track action items, deadlines, and follow-up tasks to ensure timely completion.
• Serve as a liaison between the CEO and employees, contractors, school districts, clients, vendors, and business partners.
• Provide high-level administrative support while maintaining strict confidentiality.

Recruitment & Talent Acquisition

• Manage recruitment efforts across multiple employment platforms, including Indeed, LinkedIn and other social media platforms
• Review candidate applications and conduct initial screenings based on company and district requirements.
• Coordinate candidate communications and interview scheduling.
• Schedule interviews with hiring managers, school districts, and leadership.
• Assist with recruitment marketing and candidate outreach.
• Track applicant progress throughout the hiring process.
• Support staffing initiatives and school district recruitment efforts.

Employee Onboarding & Human Resources Support

• Prepare offer letters and onboarding documentation for new hires.
• Coordinate electronic signatures and onboarding workflows.
• Conduct reference checks and license verification.
• Maintain employee records and compliance documentation.
• Coordinate onboarding activities and first-day communications.
• Assist with employee training assignments and HR-related administrative tasks.
• Ensure all required employment documentation is completed accurately and timely.

Client Intake & Insurance Coordination

• Coordinate onboarding processes for new clients.
• Collect and organize referrals, intake paperwork, insurance information, and supporting documentation.
• Coordinate insurance eligibility verification requests and communicate findings to the billing department.
• Serve as the primary liaison between clients, clinicians, and the biller regarding intake and insurance matters.
• Utilize Availity and similar payer portals to research claim status, appeals, and payment updates.
• Assist leadership by obtaining and communicating timely insurance-related updates.
• Coordinate documentation necessary for prior authorizations, appeals, insurance reviews and communicate them with biller.
• Maintain organized records of authorizations, payer communications, and insurance documentation.

Payroll & Employee Administration

• Collect and verify employee timesheets.
• Monitor payroll deadlines and ensure timely submission of payroll information.
• Follow up with employees regarding missing or incomplete documentation.
• Maintain payroll-related records and supporting documentation.
• Assist with employee record management and compliance tracking.

Marketing & Social Media Management

• Develop monthly social media content calendars for approval by the CEO.
• Create and schedule social media content using Canva and Meta Business Suite.
• Draft marketing materials, flyers, newsletters, graphics, and promotional content.
• Assist with community outreach, brand awareness, and business development initiatives.
• Coordinate marketing projects and maintain marketing assets.

Business Operations & Strategic Support

• Assist with development and maintenance of company policies, procedures, SOPs, forms, and templates.
• Coordinate organizational projects and operational initiatives.
• Assist with school district communications and business relationships.
• Support Request For Proposal (RFP) preparation, contract submissions, and vendor communications.
• Track operational deadlines, compliance requirements, and business priorities.
• Assist with implementation of systems and processes to improve organizational efficiency.

Compliance & Documentation Management

• Maintain employee licensure, credentialing, and compliance records.
• Coordinate annual document updates and compliance reviews.
• Assist with insurance certificates, district documentation, and regulatory requirements.
• Ensure organizational records remain accurate, organized, and up to date.

Additional Responsibilities

• Provide administrative and operational support directly to the Owner & CEO.
• Support special projects and organizational growth initiatives.
• Assist with business research and strategic planning projects.
• Perform additional duties as assigned to support company operations and growth.

Required Qualifications

• High school diploma or equivalent required.
• Minimum of three (3) years of experience supporting an executive, allied health business owner, healthcare practice, or organizational leadership team.
• Exceptional organizational, time management, and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in Google Workspace, Microsoft Office, Canva Project Management (Monday) and virtual communication platforms.
• Ability to work independently, prioritize competing responsibilities, and exercise sound judgment.
• Strong problem-solving, research, and critical-thinking skills.
• Ability to handle highly confidential information with professionalism and discretion.

Preferred Qualifications

• Associate's or Bachelor's degree in Business Administration, Healthcare Administration, Communications, Human Resources, Education, Communication Sciences and Disorders or a related field.
• Experience supporting executives, entrepreneurs, allied healthcare providers, or educational organizations.
• Familiarity with speech therapy, occupational therapy, psychology, healthcare, or school-based services.
• Experience recruiting and onboarding licensed professionals.
• Knowledge of insurance verification, prior authorizations, payer portals, and healthcare administrative workflows.
• Experience utilizing Availity, Fusion, GAMMIS, ADP, DocuSign, Canva, Meta Business Suite, and similar business platforms.
• Experience with project management, operations coordination, or executive support.
• Experience managing social media and marketing initiatives.

Core Competencies

• Executive Presence and Professionalism
• Organization and Attention to Detail
• Communication and Relationship Management
• Project Coordination
• Time Management and Prioritization
• Problem Solving and Critical Thinking
• Initiative and Accountability
• Technology Proficiency
• Adaptability and Flexibility
• Confidentiality and Discretion

This is a primarily remote position, with occasional in-office attendance required one to two times per month.

Flexible work from home options available.