Join a Team with Heart
At Visiting Angels, we believe exceptional care begins with exceptional people. Our Administrative Assistant is a key member of our office team — supporting caregivers, clients, and families with professionalism, compassion, and a commitment to excellence.
If you enjoy helping others, thrive in a fast‑paced environment, and want to be part of a mission‑driven team, this role may be the perfect fit.
What You’ll Do:
Scheduling & Care Coordination Support
You will be cross‑trained in scheduling and serve as a backup scheduler, including vacation coverage. Responsibilities include:
- Assisting with coordinating caregiver schedules and updating real‑time schedule information
- Communicating day‑to‑day scheduling updates with caregivers and clients
- Monitoring shift check‑ins and assisting with corrections to support accurate billing and payroll
- Participating in the on‑call rotation to support after‑hours needs
- Maintaining calm, professionalism, and clear communication during urgent situations
Lead Management & Quality Assurance
You will support the client experience from the very first interaction:
- Taking prospect lead sheets, entering information into CareLink, and scanning/uploading documents
- Completing quality assurance follow‑up with leads and new clients within two weeks of starting service
- Ensuring all lead documentation is accurate, complete, and properly transitioned
File Management & Compliance
You will help ensure our caregiver and client files are complete, compliant, and audit‑ready, supporting both recruitment and operations:
- Ensuring caregiver files are complete, correct, and updated in a timely manner
- Ensuring client files are complete, correct, and transitioned promptly
- Ensure adequate Registrant Onboarding Packets and New Client Intake Packets are on-hand
- Supporting AHCA compliance, including adding/removing caregivers from the registry and preforming audits
- Maintaining strict confidentiality of all client, caregiver, and company information
Office Support, Events & Relationship Building
As a key member of the office team, you will:
- Answer phones and greet visitors with warmth and professionalism
- Assist with general office tasks and special projects as directed
- Oversee the timely sending of client and caregiver birthday and sympathy cards
- Partner with management to support caregiver appreciation events, marketing events, and other community engagement activities
- Maintain a polished, professional appearance that reflects our brand
- Communicate clearly, respectfully, and compassionately with clients, caregivers, and team members
What You Bring
- High school diploma required; additional education in business or related fields preferred
- Experience in an office or customer service environment
- Strong communication skills — warm, clear, and professional
- Proficiency in Microsoft Office
- Excellent organization, accuracy, attention to detail, and follow‑through
- Ability to multitask while maintaining composure
- Ability to work the on-call rotation which will include the weeknight and weekend coverage
- Reliable transportation
Why You’ll Love Working With Us
- A supportive, mission‑driven team that values your contribution
- Opportunities for cross‑training, growth, and professional development
- A workplace rooted in dignity, respect, and compassion
- Competitive hourly pay
- The chance to make a meaningful difference every day
Pay: $17.00 - $20.00 per hour
Benefits:
Work Location: In person
