Home Care Operations Executive Assistant | US Home Care & Senior Services Company

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TYPE OF WORK

Full Time

SALARY

$1,500 to $1,800 USD per month

HOURS PER WEEK

40

DATE UPDATED

Oct 7, 2026

JOB OVERVIEW

About Us
Seva Senior Services is a family-founded home care and adult day health company in Georgia, USA, now in its ninth year. We serve seniors and individuals with disabilities through Adult Day Health, Home Care, and Family Caregiving programs, and we are expanding into new states.

About the Role
We are hiring a full-time Home Care Operations Executive Assistant to support our CEO and work with our in-office Executive Assistant. You will be the systems and follow-through layer of the CEO's office. You will check that client and employee work is done correctly, build the systems that keep us organized, and keep projects moving until they close.

This role requires US healthcare experience, ideally in home care. You should already understand how clients, caregivers, schedules, authorizations, care plans, and compliance documents fit together, and be tech-savvy enough to build systems around them.

Executive Support
- Turn AI meeting notes into action items in ---------- with owners and deadlines
- Send a weekly "open loops" report to the CEO listing what is pending, overdue, or waiting on someone
- Make sure the weekly management meeting slides are filled in by each department
- Support the in-office Executive Assistant with calendar and inbox coverage as needed

Follow-Up and Client Issues
- Own follow-ups on assigned projects until every task is completed
- Resolve or route client and staff issues delegated to you
- Handle digital task requests from any department

Verification and Audits
- Verify that new client services started properly: documents are in place, files are labeled correctly, and boards are updated
- Audit employee and department work on a regular schedule to confirm it is accurate and complete
- When something is missing, follow up with the responsible team member to find out why and get it fixed
- Prepare audit summaries ahead of performance reviews

Systems and Technology
- Build and maintain ---------- boards, automations, workspaces, and dashboards
- Keep bonus boards and CEO tracking boards current so leadership always has clear visibility
- Create and edit DocuSign templates, including new templates built from scratch
- Create editable PDFs and company documents
- Train admin staff on how to use PDFs, documents, and templates
- Use AI tools (ChatGPT, Claude, etc.) to work faster and improve workflows

Reporting and SOPs
- Prepare weekly KPI reports
- Learn our processes by shadowing the CEO and admin team, then write and maintain SOPs
- Support future workload and time tracking across the team

Growth Support
- Send referral partners updates on where their clients are in our program
- Schedule interviews and support hiring for specific roles as needed
- Build the boards, templates, and SOPs that new program launches need

Requirements
- REQUIRED: 3+ years supporting a US healthcare organization in an admin, operations, or executive support role
- STRONGLY PREFERRED: US home care, home health, hospice, or senior care experience, especially Medicaid programs
- Familiar with home care operations: client intake, caregiver scheduling, EVV (Electronic Visit Verification), care plans, authorizations, and compliance documentation
- Experience with healthcare software such as EMR, scheduling, or EVV systems (e.g., HHAeXchange, AxisCare, WellSky, AlayaCare)
- Hands-on experience building in ---------- (boards, automations, dashboards)
- Experience with DocuSign templates and creating editable PDFs
- Strong Google Workspace skills and comfortable using AI tools in daily work
- Working knowledge of HIPAA and handling confidential client information
- Excellent written and spoken English
- Highly organized, proactive, and able to follow up without reminders
- Reliable internet, a backup power source, and a quiet workspace

How to Apply
Do not apply through OnlineJobs.ph. Applications submitted through the website will not be reviewed.

Send your application to: ----------
Subject Line: Home Care Operations EA | [Your Full Name] | 8:30AM EST

Include ALL of the following:
1. Updated resume (PDF format)
2. Healthcare experience summary: List each US healthcare or home care organization you supported, your role, how long, and the software you used (EMR, EVV, scheduling).
3. Vocaroo voice recording (60 to 90 seconds): Introduce yourself, describe your US healthcare or home care experience, and speak clearly as if you were talking to a client.
4. Short written response (3 to 5 sentences): The CEO forwards you an email from a frustrated client whose caregiver did not show up today, then goes into a 2-hour meeting. What do you do?
5. Tools and examples: List the software you are strongest in, and describe one thing you built (a ---------- board or automation, a DocuSign template, an editable PDF, or an AI workflow).
6. Internet speed screenshot (from Speedtest.net or similar)
7. Confirmation of full-time availability and ability to work 8:30 AM to 4:30 PM EST.

Applications that do not use the exact subject line or are missing any item will not be considered.

SKILL REQUIREMENT
Project Management Technology Proficiency Executive Assistance
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