We are seeking a highly organized and detail-oriented Executive Assistant to join our Carefree Living team. This role provides essential support to the Director of Operations and plays a key part in ensuring smooth administrative processes across our assisted living communities. At Carefree Living, we are a caring and supportive employer that values teamwork, communication, and professional growth, and we are committed to creating an environment where employees feel supported and empowered to succeed.
Position Overview: The Executive Assistant will initially focus on overseeing and coordinating the waiver process across multiple Carefree Living locations to ensure compliance, continuity of services, and timely reimbursement. As processes are stabilized, the role will transition into a broader Executive Assistant position supporting administrative staff, systems coordination, and operational initiatives across the organization.
Key Responsibilities: Monitor waiver expiration dates for residents across multiple Carefree Living locations Track upcoming renewals and notify site leadership of approaching deadlines Coordinate required assessments and ensure appointments are scheduled in a timely manner Communicate with county case workers to confirm requirements and maintain compliance Follow up with site teams to ensure all required documentation is completed and submitted Assist with gathering necessary records and paperwork related to waiver renewals Maintain accurate tracking systems to ensure all waiver steps are completed prior to expiration Work collaboratively with clinical teams and administrative staff to ensure continuity of services and payment Provide updates to leadership regarding waiver status and outstanding items Support process improvement efforts related to waiver tracking and coordination Train and support administrative staff across multiple locations Ensure compliance with new hire processes and paperwork Assist with scheduling, AP, and administrative functions Support system use, including SharePoint, Yardi/Eldermark, Easy Shifts, and Educare Create and edit documents, marketing materials, and social media posts Provide operational support, including quality improvement initiatives Act as a liaison between corporate office and site-level teams Assist with resident billing and payment collection Build and maintain positive relationships with staff, residents, families, and external partners
Qualifications: High school diploma required; business or technical college coursework preferred Minimum of 2 years' management or administrative experience, healthcare or assisted living preferred Experience or knowledge related to Elderly Waiver, 67/90, or similar programs strongly preferred Strong proficiency in Microsoft Office Suite and related software Excellent communication, organizational, and problem-solving skills Ability to manage multiple priorities and meet deadlines Professional, flexible, and able to work both independently and collaboratively Some travel to Minnesota locations required
BENEFITS:
Flexible Schedules/Work-life balance
Competitive Wages
Paid Training
Customized orientation plan for your professional development
Employee Recognition Programs
Medical/Dental/Vision insurance, company paid basic life and AD&D insurance
Flex Spending, Dependent Care & HSA options available
401K with employer match
Free meals at Carefree Living sites while working
Paid Time Off
If you are a motivated professional with a strong background in administration and a passion for supporting quality care, we'd love to hear from you.
Apply Today to join our Carefree Living team as an Executive Assistant.