Senior Administrative Assistant at Care Initiatives

West Des Moines, Iowa, United States -

Full Time

Start Date

Immediate

Expiry Date

17 Aug, 26

Salary

0.0

Posted On

19 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Event Coordination, Microsoft Office Suite, Executive Support, Communication Skills, Time Management, Customer Service, Confidentiality, Project Coordination, Clerical Support, Canva, Adobe Products

Industry

Hospitals and Health Care

Description

Are you a compassionate administrative professional looking to make a meaningful difference in the lives of individuals during their healthcare journey? If so, join Care Initiatives as a Executive Assistant, where you will provide comprehensive care that truly matters. With over forty (40) skilled nursing communities, eight (8) hospice offices (and growing!), plus our own internal staffing agency, we are committed to providing exceptional care and support at every stage of the healthcare journey. In this role you will have the opportunity to apply your skills and demonstrate your compassion, positively influencing the lives of our residents and team members. What you'd do as a Executive Assistant at Care Initiatives: Plan, schedule, and coordinate events including organizational meetings, executive meetings, board meetings, and special events. Manage conference rooms and complex executive calendars by scheduling appointments, coordinating meeting logistics, and proactively resolving scheduling conflicts. Greet and assist office visitors, ensuring a professional and welcoming experience. Serve as the first point of contact for incoming phone calls; screen, direct, escalate, and follow up on urgent or sensitive issues. Monitor and manage shared inboxes, including the main organization and HR inboxes, ensuring timely and accurate responses or delegation. Prepare and distribute meeting materials, including agendas, presentations, and minutes; arrange catering and technology needs as required. Provide administrative and clerical support, including scanning, copying, mailing, notarizing, filing, and maintaining organized office systems. Sort, process, and distribute incoming and outgoing mail, packages, and deliveries. Assist with project coordination and follow-up on action items for executives and department leaders. Maintain confidentiality and discretion when working with sensitive employee, organizational, or executive information. Support office operations by ordering supplies, coordinating vendors, and ensuring a smooth day-to-day office workflow. Proactively identify opportunities to improve administrative processes and enhance operational efficiency. What it takes to become an Executive Assistant with Care Initiatives: 3–5 years of administrative or executive support experience in a fast‑paced professional environment. Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Canva, and Outlook; experience with Adobe products preferred. Strong written and verbal communication skills, with the ability to interact professionally with executives, staff, and external partners. Exceptional organizational and time‑management abilities, with proven success managing multiple priorities and deadlines. Experience managing complex calendars, scheduling high‑level meetings, and coordinating logistics. Ability to take initiative, anticipate needs, and resolve problems independently and efficiently. High level of discretion and professionalism, especially when handling confidential or sensitive information. Strong customer service mindset, with the ability to greet visitors and support staff and executives with a positive, professional demeanor. Detail‑oriented and highly accurate, especially in clerical tasks, document preparation, and follow‑through. Comfortable managing shared inboxes, screening calls, escalating issues appropriately, and following up on open items. Ability to adapt quickly to shifting priorities and a dynamic work environment. Associate’s degree in office administration or related field preferred, or equivalent experience. Why do administrative professionals choose Care Initiatives? Here are just a few reasons: Casual professional attire. Dress for your day. Competitive compensation: Our Administrative Professionals earn an extremely competitive wage. Comprehensive benefits: Eligible employees can choose from our affordable and robust benefits options, including medical, dental, vision, retirement savings, paid time off and more. Digital wallet: Access your pay as you earn it, eliminating the wait for your paycheck. Work-life balance: Work in healthcare with a regular Monday to Friday schedule! Apply now and embark on a rewarding career journey with Care Initiatives! Committed to attracting and retaining a diverse staff, Care Initiatives will honor your experiences, perspectives, and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming. Care Initiatives is an Affirmative Action and Equal Opportunity Employer. Care Initiatives complies with applicable federal civil rights laws and does not discriminate based on race, color, religion, national origin, age, disability, sex, sexual orientation, gender identity, gender expression, marital status, parental status, genetic information, protected veteran status or any other characteristic protected by law.

Responsibilities

The Executive Assistant provides comprehensive administrative support by managing complex calendars, coordinating executive meetings, and handling office logistics. They serve as the primary point of contact for visitors and communications while ensuring efficient day-to-day office operations.