Executive Assistant
Home Healthsmith is a Rhode Island-based, family-owned company that seeks to improve people’s lives. Home Healthsmith has provided exceptional service to families in RI, MA, and CT with a personal touch for over 40 years.
Our culture is built on four shared core values: Always Providing Outstanding Customer Service, Being Growth-Oriented, Being a Great Team Player, and Being Humbly Confident.
- Outstanding Customer Service means demonstrating empathy, patience, responsiveness, and a positive attitude.
- Growth-Oriented means embracing challenges, seeking achievement, welcoming feedback, and viewing mistakes as opportunities to learn.
- Great Team Player means honoring commitments, communicating openly, and maintaining a positive attitude.
- Humbly Confident means recognizing the strengths of others, treating everyone with respect, and remaining open to feedback.
We hire, review, reward, and recognize our teammates based on these values, so it is important that you share them to be successful at Home Healthsmith.
We are seeking an Executive Assistant who is extremely well organized, grammatically sound with strong communication and writing capabilities, has a growth mindset and detail-oriented, as well as proactive [being a step ahead of the CEO and COO], resourceful, and capable of serving as a true and trusted partner to the President and Director of Strategic Operations. This is a hybrid position requiring flexibility and strong prioritization skills. This individual will provide high-level administrative support while coordinating projects, managing confidential information, and ensuring follow-through on key company initiatives. Success in this role requires exceptional organization, sound judgment, strong communication skills, and the ability to anticipate needs, and solve problems independently.
This role is ideal for a professional who takes initiative, is solutions-focused, enjoys working with teams, and contributes to hitting company-wide goals through reliable coordination and follow-through. The ideal candidate thrives in a fast-paced environment, is resourceful, and maintains confidentiality with professionalism while providing quick turnaround time. You will be part of a team with many opportunities to work with and tap into the knowledge of others on a regular basis. You will be working for a company that believes in treating people with respect and consideration, showing up on time, finishing what we start, saying please and thank you, and remaining committed to helping people. The job if not for you if you’ve never worked in a fast-growing company or lack experience reporting to company leadership.
Key Responsibilities:
- Maintain and update project information in company software systems and project tracking spreadsheets.
- Assist with onboarding new projects, closing out completed jobs, and booking travel.
- Support weekly project and sales meetings by tracking action items and updating customer and project records.
- Process all permitting, and inspections through state portals.
- Prepare project paperwork, installation documents, and project drawings.
- Assist with ordering materials and submitting project-related information.
- Provide administrative support for project management, operations, and special projects.
- Own the documentation process for closed deals, including collecting, verifying, and uploading all required materials, and ensuring data accuracy within the database.
- Maintain sales documentation and reports.
- Expedite and ensure accuracy of all administrative correspondence, including sales-related materials.
- Assist with daily administrative tasks, including preparing quotes, contracts, presentations, handling client communications, and managing client records.
- Process sales agreements and ensure all documentation is complete and compliant.
- Support the sales team in lead generation efforts and follow-up communications.
- Track tasks, deadlines, and follow-ups for multiple projects simultaneously.
Qualifications:
- At least 3–5 years of experience supporting executives, presidents, or senior leadership.
- Strong organizational and time management skills with attention to detail.
- Ability to manage multiple projects and priorities in a fast-paced environment.
- Excellent written and verbal communication skills with the ability to explain concepts in simple terms to potential clients and accurately describe products.
- Proficient in Microsoft Office, Google Workspace, and computer-based systems including AI tools pertinent to the role.
- Ability to maintain accurate records and documentation.
- Strong problem-solving skills and ability to work independently as well as strong critical and creative thinking capabilities.
- Professional attitude with strong customer service skills.
- Experience with scheduling, project coordination, or administrative support preferred.
- Experience with project management or CRM software preferred.
- Ability to handle confidential information with professionalism and discretion.
- Must possess the strong core values of the company such as always providing outstanding customer service, be growth oriented, be a great team player and be humbly confident.
- Strong background in managing schedules, travel, correspondence, and general office operations.
- 90-Day assessment including 30-day check-ins.
Compensation:
This is a non-exempt position paid on a bi-weekly basis. Salary ranges from $55,000 to $75,000 annually, depending on experience and qualifications.
Benefits:
- Two (2) weeks of paid time off annually after ninety (90) days which are accrued beginning on your date of hire.
- Ten (10) paid holidays and additional paid days at the company’s discretion.
- Floating holiday for birthday after 90 days.
- Eligible for the 401K Plan immediately upon hire.
- Eligible for health insurance for which Home Healthsmith pays 50% towards employee costs only immediately upon hire.
- Eligible for dental and vision insurance at 100% cost to employees immediately upon hire.
- Monthly stipend towards technology expense.
- Eligible to participate in a companywide bonus plan which is a pool of 20% of profits.
Job Type: Full-time
Pay: $55,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- supporting executives, presidents, or senior leadership: 3 years (Required)
- Project coordination: 3 years (Required)
Ability to Commute:
- Portsmouth, RI 02871 (Required)
Work Location: In person
