Administrative Assistant (Honora) at LifeCare Advocates

Mamaroneck, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

13 May, 26

Salary

70000.0

Posted On

12 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Calendar Management, Client Communication, HIPAA Compliance, Microsoft 365, Video Conferencing, Attention to Detail, Organizational Skills, Technology Adoption, Client Onboarding, Expense Tracking, Social Media Management, Event Coordination, Written Communication, Verbal Communication, Empathy

Industry

Medical Practices

Description

The Role: The Administrative Specialist plays a key role in supporting our day-to-day office operations, providing executive support to the Market President, and creating a welcoming experience for every client and family who reaches out to Honora. We are especially seeking candidates who are comfortable working with technology, navigating digital tools and learning new systems quickly. You'll often be the first voice families hear when they're overwhelmed and looking for help. Your warmth, professionalism, and attention to detail will shape their experience from the very first interaction. This role is ideal for a tech-savvy, detail-oriented professional who thrives in a small, mission-driven environment and takes pride in keeping things organized while treating every person with empathy and respect. Executive Support (40%) Manage the Market President’s calendar, meetings, travel, and expenses Handle calls, emails, documents, and file organization Track client time and expenses in CareTree Coordinate virtual meetings and company event logistics Provide occasional personal admin support Client Experience & Intake (30%) Serve as the first point of contact for prospective clients and partners Manage the full intake process, from initial inquiry to signed agreements Onboard and offboard clients across systems (CareTree, SharePoint, QuickBooks) Ensure HIPAA‑compliant documentation and communication Coordinate client communications, appreciation efforts, and satisfaction tracking Office Operations & Systems (20%) Maintain an organized, stocked office and manage vendor/IT coordination Administer CareTree setup, permissions, and reporting Process receipts, invoices, and reimbursements Support AR, invoicing, and team onboarding/offboarding Maintain SOPs and identify process improvements Marketing & Outreach Support (10%) Update social media and support email newsletters Maintain contact lists and coordinate branded materials Support referral partner outreach and event marketing Draft simple content for social and email channels Qualifications: 5+ years of administrative experience, or equivalent combination of education and experience Proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint, SharePoint) Comfortable adopting new technology and learning new systems quickly Strong written and verbal communication skills Experience with video conferencing platforms (Zoom, Microsoft Teams) Ability to maintain strict confidentiality and ensure HIPAA compliance Why Work at Alder? At Alder, we value our team as our greatest asset. We offer a supportive, mission-driven work environment where your contributions make a meaningful impact every day. Our comprehensive benefits and employee perks include: Competitive compensation Flexible work schedules and hybrid work opportunities Health, dental, and vision insurance Professional development support and continuing education reimbursement A collaborative, inclusive culture focused on employee well-being and growth Join us in making a positive difference in the lives of older adults by fostering engagement, connection, and support within the community! In accordance with the Pay Transparency Act, the expected pay range for this position is $60,000 - $70,000 annually. Actual compensation may vary based on factors such as licensure, years of experience, and other relevant qualifications.

Responsibilities

The Administrative Assistant will support day-to-day office operations and provide executive support to the Market President. They will also manage client intake processes and ensure a welcoming experience for clients and families.