Healthcare Executive Virtual Assistant

Company Summary:

At Helper Heroes, we’re on a mission to provide exceptional care and support to home care agencies in the U.S. We believe in true partnership where our virtual assistants act as an extension of the care team. Our goal is to ensure a compassionate, innovative, and efficient care experience for clients and families alike.

Job Summary:

We are seeking an exceptionally organized, structured, and highly proficient Executive Virtual Assistant to provide strategic, high-level support to a multi-business CEO in the homecare sector. This role requires an individual who can operate with maturity, independent judgment, and precision. The ideal candidate will be a structured thinker capable of simplifying complex operational data into concise, logical executive summaries. This is not a simple administrative support role; it requires executive-level communication strength and advanced systems proficiency.

Key Responsibilities:

1. Executive Communication & Judgment

– Manage and organize the executive’s inbox with a high degree of discretion and professionalism.

– Draft polished, professional email responses with advanced grammar and an executive-level tone.

– Provide clear, concise, and structured reporting.

– Confidently and professionally ask clarifying questions when direction or instructions are incomplete.

– Conduct structured research and prepare comparison briefs for executive review.

2. Systems Proficiency & Operational Support

– AxisCare (Agency CRM/Operational Backbone): Learn the system thoroughly, understand workflow and reporting functionality, stay current with updates, maintain data integrity, and extract reports/organize data into simplified executive summaries for strategic decision-making.

– RingCentral (Phone/Text Platform): Monitor call logs and message threads, organize communications, and track follow-ups to support structured communication flow.

– Microsoft Teams: Manage and schedule internal meetings, prepare structured agendas, take/organize meeting minutes, maintain meeting records, and track action items/follow-ups.

Maintain executive dashboards in Excel and manage milestone tracking and relationship reminders.

– Structure and manage the executive’s calendar by priority.

Required Qualifications:

– Proven maturity, strong common sense, and professional judgment.

– Exceptional organizational skills and a structured, process-driven mindset.

– Demonstrable advanced proficiency in written and spoken English, including grammar and executive-level tone.

– Strong critical thinking, emotional intelligence, and discretion.

– Experience in learning, managing, and supporting operational integration within CRM systems (AxisCare, WellSky, HubSpot, Salesforce, etc.) and communication platforms (RingCentral, Teams, etc.).

– Ability to operate at an executive level, thinking independently and quickly, without requiring hand-holding.

Why You’ll Love Working with Us:

– Competitive Base Pay: We offer the highest base pay in the home care industry!

– Make a Difference: You’ll play a key role in ensuring that clients receive the best care possible.

– Growth Opportunities: As we grow, so will you! There’s plenty of room for advancement and learning.

– Fun & Supportive Team: We’re a tight-knit group that values collaboration, compassion, and a good laugh.