Executive Assistant
Location: Remote | Salary: $40,000/year
Employment Type: Full-Time | 90-Day Probationary Period
Overview
Executive Assistant (EA) Role
The Executive Assistant (EA) serves as the operational and administrative partner to the Care Coordinators within the Client Experience Team. This role focuses heavily on backend administrative support, email-based communication, documentation management, system updates, auditing, and workflow coordination to ensure smooth department operations and a seamless client experience.
Key Responsibilities
Administrative & Operational Support
Support Care Coordinators through backend administrative task management
Manage voicemail and texting triage, assigning items to Care Coordinators as needed
Create and maintain client charts
Maintain incident-to-supervisor logs and internal tracking systems
Maintain reminder tracking sheets and therapist follow-up systems
Documentation & Quality Assurance
Audit confirmations to ensure details are complete and accurate
Review consent forms and ROI documentation for validity and completeness
Email clients regarding missing information or corrections needed
Process records requests following internal verification procedures
Coordinate dispute documentation and chargeback support
Maintain accurate and organized client records within systems
Financial & Billing Support
Send communications regarding updated credit card information
Update payment systems
Support collections communications and Payment Plan processing
Verify eligibility and coordinate Financial Assistance Program (FAP) enrollment communications
Record approved fee reductions in systems
Coordinate with billing teams regarding client financial workflows
Team & Department Support
Support Clinician Meet & Greet coordination and hosting logistics
Help maintain visibility and continuity through Freshdesk and shared communication systems
Collaborate closely with Care Coordinators and leadership
What We're Looking For
Minimum 2 years of relevant customer service experience
Strong computer skills, including proficiency with Google Docs, Freshdesk, and AMD
Comfortable with Teams meetings (camera required)
Ability to multitask, prioritize, and manage time effectively
Excellent verbal, written, and interpersonal communication skills
Strong attention to detail and organizational skills
Positive, empathetic, and professional attitude
Ability to work well independently and as part of a team
Adaptability to a dynamic, fast-paced work environment
High school diploma or equivalent required
Must have personal equipment: reliable phone, monitor, and high-speed internet *We provide a laptop for you
Benefits
Medical, Dental, and Vision Insurance
401(k) Retirement Plan
Life Insurance
10 PTO Days + 8 Sick Days
Collaborative, supportive work culture
Ready to make a difference in the lives of our clients while growing your career in a mission-driven organization? Apply today!
| Location | NY (Remote) |