AdminEdge
Key Responsibilities Executive & Operational Coordination Support leadership with daily operational coordination, project tracking, reporting organization, and follow-up management. Serve as an extension of leadership by organizing priorities, tracking action items, and keeping projects moving forward. Maintain visibility across active initiatives related to multiple branches, expansion projects, healthcare service lines, and other company priorities. Assist with scheduling, internal communication, task tracking, documentation, and general coordination. Coordinate with HR/admin leadership on calendar management, onboarding logistics, document tracking, and assigned scheduling workflows. Support leadership in managing changing priorities in a fast-moving, multi-site healthcare environment. Maintain professionalism, discretion, and confidentiality when handling company, employee, operational, or patient-related information. Project Tracking & Accountability Maintain a live ClickUp dashboard or equivalent project tracker for active initiatives across company workstreams. Ensure tracked items include an owner, status, next action, and deadline. Track open, overdue, stalled, and at-risk items across departments, projects, and recurring workflows. Flag items that have not been updated within five or more days and follow up before leadership has to notice. Follow up with managers, team members, or assigned owners regarding outstanding tasks and incomplete items. Ensure reports, meetings, and leadership discussions lead to clear action and practical follow-through. Identify recurring issues, workflow gaps, unresolved items, risks, delays, or stalled priorities that need leadership attention. Reporting & Performance Tracking Ensure weekly operational reports are completed on schedule. Coordinate with branch staff and team members to collect exports, data, and required inputs. Flag missing, late, incomplete, or inconsistent data before it impacts leadership review. Organize report data into clear, usable formats for review and follow-up. Assist with building dashboards, trackers, summaries, and reporting frameworks. Monitor performance metrics, workflow activity, productivity trends, KPIs, and other operational indicators. Identify trends, inefficiencies, gaps, or areas requiring follow-up. Interpret reports and communicate key findings to leadership in a clear, practical way. Use spreadsheets, reporting tools, AI tools, and internal platforms to improve reporting accuracy and workflow efficiency. Meeting Operations & Daily Executive Briefing Prepare agendas for recurring meetings based on open items, overdue tasks, and priorities requiring discussion. Publish meeting notes and action items within 24 hours. Track completion of action items between meetings. Flag items that have not moved or require escalation. Deliver a concise daily briefing to leadership by 10:00 AM US Eastern Time . Include what is due or overdue, what is at risk, and what requires a decision. Keep daily briefings concise, organized, and actionable. Document Management & Process Support Maintain organized file structures for SOPs, contracts, credentialing documents, compliance filings, onboarding documents, and operational records. Track documents that are unsigned, outdated, incomplete, or expiring within 60 days. Assist in documenting processes, workflows, and standard operating procedures. Support process improvement by identifying workflow inefficiencies and recommending practical improvements. Help create repeatable systems for project tracking, reporting, meeting follow-up, and task visibility. Support leadership in implementing scalable systems as the company grows. Assist with special projects requiring research, organization, reporting, documentation, or coordination. Technology, AI & Systems Support Use ClickUp, Microsoft Teams, WellSky/Kinnser, spreadsheets, email, reporting tools, and other internal systems as needed. Leverage AI tools such as ChatGPT, Claude, Gemini, or similar platforms to improve organization, reporting, documentation, and workflow efficiency. Learn new systems, tools, and workflows quickly. Help create simple, practical systems for tracking tasks, metrics, projects, documents, and follow-ups. Maintain accuracy and attention to detail when working with reports, spreadsheets, dashboards, and operational data. Preferred Skills & Qualifications 3+ years of experience in operations coordination, executive support, project coordination, reporting support, or a similar role. Experience in healthcare, home health, clinical administration, or a multi-site services environment preferred. Strong professional written English with the ability to communicate clearly, directly, and concisely. Strong proficiency with ClickUp or a similar project management platform. Proficiency with Excel, Google Sheets, trackers, dashboards, and reporting tools. Ability to organize data, identify trends, and summarize findings for leadership. Strong follow-through and ability to close loops without constant prompting. Comfortable working independently in a fully remote environment. Proactive communication style with the ability to flag issues before being asked. Comfortable operating with ambiguity and building structure where little exists. Strong attention to detail, organization, and problem-solving ability. Experience supporting a founder, owner, executive, or senior leader directly preferred. Familiarity with EMR systems such as Kinnser/WellSky is a plus. Comfort using AI tools to improve workflow efficiency is strongly preferred. Experience with SOP documentation, process improvement, KPI tracking, or performance reporting is a plus. Nice-to-Have (Bonus Skills) Experience in home health operations or healthcare administrative support. Experience working with remote or offshore teams. Experience creating dashboards, KPI trackers, or performance summaries. Experience supporting HR administration, onboarding logistics, or scheduling workflows. Experience maintaining document registries, compliance trackers, or credentialing files. Experience supporting fast-moving small businesses or growing healthcare organizations. What we offer: Competitive compensation — $8–$9.50 per hour, paid in USD Fixed U.S. working schedule Fully remote role — work from anywhere Direct collaboration with U.S. small businesses and entrepreneurs Paid time off — 10 PTO days per year, plus 6 U.S. holidays off
AdminEdge
