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KeystoneCare

Executive Administrative Assistant to CEO & Office Manager

Wyndmoor, PA, United States

$70,000 to $75,000 USD / year

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Job details

Pay: $70,000 to $75,000 USD / year
Experience: 3–5 years of administrative/executive support experience, preferably in healthcare
Posting language: English
Posted: Nov 2, 2026

Original job description

🌟 Join KeystoneCare as an Executive Administrative Assistant to the CEO & Office Manager 🌟

At KeystoneCare, we are a mission‑driven, Medicare‑Certified and CHAP‑accredited Home Health & Hospice organization serving the greater Philadelphia region. Our work supports patients and families at critical moments with compassion, dignity, and excellence.

This role is essential to ensuring smooth daily operations while providing high‑level administrative and organizational support to executive leadership.

Make your next career move one that places you at the heart of a mission‑driven organization - supporting leadership, strengthening operations, and contributing to a team devoted to compassion, dignity, and exceptional care.

Position Summary The Executive Administrative Assistant to the CEO & Office Manager plays a key role in supporting executive leadership while overseeing front office operations, regulatory coordination, and internal administrative functions. This position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast‑paced healthcare environment.

Key Responsibilities

Executive & Administrative Support Manage the Executive Director/CEO calendar, scheduling meetings and providing reminders

Prepare, edit, and format correspondence, reports, and presentations
Serve as a primary point of contact for internal and external communications
Draft professional correspondence including:
Letters of medical necessity
Jury duty excuse letters
Claim denial appeals

Front Office & Daily Operations

Greet and direct visitors professionally
Maintain an organized and welcoming front office environment
Answer and route incoming calls requiring live operator assistance
Maintain accurate employee phone lists and distribute updates as needed

Inventory & Office Management

Maintain and monitor inventory of office and medical supplies, including:

Forms, marketing materials, and business cards
Medical supply ordering
Ensure Welcome Station and office supply areas are stocked and organized
Coordinate creation and inventory of Open Packets and Facility Binders

Regulatory & Compliance Support

Coordinate and submit agency license renewals, including:

Medicare Home Health and Hospice
Department of Human Services (Personal Care Home)
Community Health Accreditation Program (CHAP)
CLIA
Support regulatory audits by maintaining records and providing documentation
Assist with compliance tracking and documentation

Meetings & Board Coordination

Coordinate Board of Directors meetings, including:

Scheduling and agenda creation
Preparation and distribution of materials
Documenting minutes and maintaining records
Support Safety Committee meetings with similar responsibilities
Track meeting action items and follow up on deliverables

Contracts & Document Management

Manage facility contract processes:
Send agreements via Adobe Sign
Maintain executed contracts on SharePoint
Track and maintain facility agreement database

Event & Project Coordination

Assist with planning and execution of:
Organizational events and recognition programs
Offsite meetings and onsite events
Maintain and monitor the organization’s Major Events Calendar
Manage Patient Activity Calendar

Additional Operational Support

Assist with travel coordination as needed
Monitor deadlines, deliverables, and organizational priorities
Support executive and operational initiatives and special projects

Why Work With Us? Joining KeystoneCare means joining a team driven by purpose, community, and compassion.

💙 Meaningful Mission Your skills directly support the teams who care for patients and families during their most important moments. 🤝 Supportive Culture We are a collaborative, warm, and values‑centered organization where every team member is respected and heard. 🌱 Room to Grow You’ll have opportunities to learn, contribute to high‑level projects, and expand your administrative and leadership skills. 💼 Competitive Compensation & Benefits We offer a strong salary package, healthcare benefits, PTO, and organizational perks that support your well‑being. Bring Your Strengths. Make an Impact. If you are passionate about staying organized, supporting executive leadership, and contributing to a mission that truly matters, we’d love to meet you. Apply Today! Join a team where your work fuels compassion, care, and community.

3–5 years of administrative/executive support experience, preferably in healthcare
Strong organizational, multitasking, and time management skills
Excellent written and verbal communication with attention to detail
Proficiency in Microsoft Office, SharePoint, and document management tools
Ability to handle confidential information and support compliance, audits, and regulatory processes
Free Lunch Provided Daily
Eligible for quarterly Bonus for meeting sales targets
Accrued Paid Time Off
Paid Holidays
Medical, Dental, Vision, and Aflac plan available
$25K Company Paid Life Insurance Policy
Retirement plan with discretionary employer match
Travel reimbursement between work sites

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More about this job

Skills

Leadership
Organizational skills
Attention to detail
Administrative support
Scheduling
Presentation skills
Office administration
Regulatory compliance
Personal care
Community medicine
Documentation
Document management
Microsoft SharePoint
Microsoft Office

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