Executive Assistant

Company: Always Best Care Senior Services

Reports To: Agency Owner & Director of Operations

Position Type: Full-Time

Pay: $20-23/hour

About Us: Always Best Care Senior Services is dedicated to providing exceptional in-home care and support to seniors and their families. Our team works together to help clients remain safe, comfortable, and independent while providing families with the guidance and peace of mind they need throughout the care process. As our organization continues to grow across multiple markets in North Carolina, we are seeking a highly organized, dependable, and detail-oriented Executive Assistant to support our leadership team and assist with the financial, administrative, and operational functions of our organization.

Position Overview: The Executive Assistant plays an important role in supporting the day-to-day business operations of Always Best Care Senior Services. This individual will work closely with agency leadership to manage financial administration, accounts receivable and payable, billing oversight, banking activities, reporting, and a variety of administrative responsibilities. This position requires someone who is comfortable working with financial information, managing multiple priorities, maintaining accurate records, and ensuring important tasks and deadlines are completed efficiently. The Executive Assistant will also collaborate with various departments, communicate with clients and vendors, assist with employee-related administrative processes, and provide support on special projects and operational needs. The ideal candidate is proactive, resourceful, and highly organized, with strong attention to detail and the ability to work independently. We are looking for someone who takes ownership of their responsibilities, recognizes discrepancies before they become larger issues, maintains confidentiality, and consistently follows through without requiring constant supervision.

Primary Responsibilities: Manage and monitor accounts receivable, including outstanding client balances, aging reports, and collection activities. Contact clients, responsible parties, and authorized representatives regarding outstanding balances, overdue invoices, and payment arrangements. Process and accurately record client payments, including checks, credit cards, ACH transactions, and other approved payment methods. Monitor declined payments, returned checks, overdue accounts, and unresolved billing balances. Receive, review, organize, and process vendor invoices and accounts payable documentation. Track vendor payment deadlines, reconcile vendor statements, and identify missing invoices, duplicate charges, or other discrepancies. Utilize QuickBooks to record financial transactions, post payments and deposits, reconcile accounts, and maintain accurate financial records. Complete bank and credit card reconciliations and assist with month-end financial reporting and reconciliation. Review financial transactions and identify discrepancies between internal systems, banking records, and QuickBooks. Maintain organized financial documentation for leadership review, accounting purposes, audits, and tax preparation. Review billing reports for accuracy and completeness, identifying outstanding items, unbilled services, and billing discrepancies. Collaborate with Billing, Client Services, Care Coordination, Nursing, and other departments to resolve documentation or billing-related issues. Prepare and submit invoices, care documentation, timesheets, and other required information to long-term care insurance companies. Monitor outstanding insurance reimbursement requests and follow up with insurance providers regarding missing documentation or claim status. Assist with workers' compensation administrative processes, including maintaining records, submitting required documentation, and tracking outstanding items. Coordinate administrative responsibilities related to the company's 401(k) retirement plan, including contribution submissions, documentation, and communication with payroll and plan providers. Retrieve and process company mail, checks, invoices, and other business correspondence. Prepare bank deposits and maintain accurate supporting documentation for financial transactions. Assist Human Resources with contacting applicants, coordinating interviews, confirming appointments, and updating applicant information. Maintain organized electronic and physical filing systems for financial, administrative, and business records. Prepare reports, correspondence, forms, and other documentation as requested by agency leadership. Track assigned projects, responsibilities, and deadlines to ensure timely completion and appropriate follow-up. Communicate professionally with clients, vendors, employees, insurance companies, financial institutions, and other business partners. Provide administrative and operational support to the Agency Owner, Director of Operations, and other designated leadership. Identify opportunities to improve administrative processes, organization, accuracy, and operational efficiency. Maintain strict confidentiality of company financial information, employee records, client information, and other sensitive business matters.

Qualifications: Previous experience in bookkeeping, accounting support, accounts receivable, accounts payable, financial administration, or business operations strongly preferred. Previous experience using QuickBooks is required. Experience with bank reconciliations, financial transactions, invoicing, and financial recordkeeping preferred. Strong organizational skills with exceptional attention to detail and accuracy. Ability to identify financial discrepancies, investigate concerns, and communicate findings appropriately. Strong proficiency in Microsoft Office applications, including Excel, Outlook, Word, and Teams. Excellent written and verbal communication skills. Comfortable communicating with clients and responsible parties regarding outstanding balances and payment obligations. Ability to independently manage multiple responsibilities, competing priorities, and deadlines. Strong problem-solving skills with the ability to take initiative and follow through on assignments. Ability to work collaboratively with leadership and employees across multiple departments. Professionalism, dependability, discretion, and the ability to maintain confidentiality when handling sensitive information. Ability to adapt to changing priorities and support the evolving needs of a growing organization. Reliable transportation for occasional banking, mail retrieval, and other business-related responsibilities.