Job Overview Graceful Journeys Home Care LLC Part-Time Office Operations & Executive Assistant Position Overview Graceful Journeys Home Care LLC is seeking a dependable, organized, professional, and proactive Part-Time Office Operations & Executive Assistant to support the daily operations of our home care office and provide direct administrative support to the Owner/HR Director. This position is ideal for someone who is highly organized, communicates well, pays close attention to detail, and can confidently manage multiple responsibilities with professionalism and discretion. The selected candidate will help keep the office organized, maintain accurate records, communicate with clients, caregivers, applicants, and business contacts, and assist with the day-to-day administrative needs of the company. In addition to office responsibilities, this position will provide executive support to the Owner, including calendar management, scheduling, marketing assistance, organization, and helping ensure important appointments, meetings, deadlines, and business priorities are kept on track.
Schedule Part-Time:
Monday-Friday, 9:00 AM-1:00 PM Key Responsibilities Office Administration Manage daily office administrative duties and organization. Answer and respond to incoming phone calls, emails, and business text messages. Maintain organized client, caregiver, employee, and business files. File and maintain documents accurately and confidentially. Keep company systems, databases, records, and electronic files updated. Assist with paperwork, forms, correspondence, and administrative documentation. Monitor office needs and help ensure daily operations run smoothly. Assist with tracking important deadlines, documents, renewals, and required information. Communicate professionally with clients, caregivers, applicants, case managers, vendors, and other business contacts. Hiring & Employee Support Assist with recruiting and hiring administrative processes. Communicate with job applicants and schedule interviews. Assist with collecting and organizing required new-hire documentation. Maintain employee files and ensure records remain organized and up to date. Assist with onboarding and employee administrative tasks. Help keep track of employee requirements, deadlines, and documentation. Executive/Personal Assistant Support Manage and maintain the Owner's calendar and appointments. Prepare and organize the Owner's daily and weekly schedule. Help coordinate meetings, appointments, and business activities. Provide reminders regarding appointments, deadlines, and important tasks. Assist the Owner with organizing priorities and staying on schedule. Provide general administrative support as requested. Marketing & Business Support Assist with the development and organization of marketing materials. Help coordinate social media and community outreach activities. Assist with networking, referral outreach, and marketing campaigns. Help organize promotional materials, business events, and community activities. Support the Owner with administrative tasks related to business growth and visibility. Ideal Candidate The ideal candidate is someone who: Is dependable, punctual, and professional. Is highly organized and detail-oriented. Can work independently and take initiative. Has excellent written and verbal communication skills. Is comfortable speaking with clients, employees, applicants, and business professionals. Can handle confidential information appropriately. Is comfortable learning and managing multiple computer-based systems. Can prioritize tasks and meet deadlines. Has strong customer service skills. Is professional, warm, respectful, and compassionate. Can adapt to a growing business and changing priorities. Experience Preferred Previous experience in office administration, executive assistance, home care administration, healthcare administration, human resources, customer service, scheduling, or a similar administrative role is preferred. Experience with electronic filing systems, Microsoft Office/Google Workspace, scheduling platforms, employee management systems, and digital communication platforms is a plus. Position Expectations This is a trusted support position within a growing home care agency. The person selected will be expected to maintain professionalism, protect confidential information, communicate effectively, stay organized, and take ownership of assigned responsibilities. The goal of this position is to help ensure that the office stays organized, clients and staff receive timely communication, administrative responsibilities are kept up to date, and the Owner has dependable support in managing the day-to-day demands of the business.
