🌟 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.
đź’™ 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 &…