PROVIDENCE IN-HOME CARE SERVICE is committed to delivering compassionate, personalized, and high-quality home care services that empower individuals to live safely and independently in the comfort of their own homes. Our mission is to improve the quality of life of clients through exceptional care, professionalism, and a commitment to excellence.

PROVIDENCE IN-HOME CARE SERVICE is seeking a highly organized, proactive, and detail-oriented Executive Operations Specialist to support the Agency Administrator and leadership team in the day-to-day management of administrative and operational functions. This fully remote position combines executive support, administrative coordination, operational assistance, data management, and cross-functional collaboration to ensure the agency operates efficiently and continues delivering exceptional client care.

The ideal candidate is a resourceful professional who thrives in a fast-paced environment, demonstrates exceptional organizational and communication skills, maintains strict confidentiality, and takes initiative to improve workflows and operational efficiency.

Compensation and Benefits

• Competitive hourly pay ranging from $24 to $34 per hour, based on experience, education, and qualifications.
• Overtime compensation in accordance with applicable labor laws.
• Fully remote work opportunity.
• Paid orientation and ongoing professional development.
• Career advancement opportunities within a growing organization.
• Supportive and collaborative leadership team.
• Flexible work environment.
• Paid time off and agency benefits, where applicable.

Work Environment

This is a fully remote position supporting the administrative and operational functions of PROVIDENCE IN-HOME CARE SERVICE. The Executive Operations Specialist will work closely with agency leadership, administrative staff, caregivers, clients, and community partners to support efficient operations and organizational success. The position requires a secure home office, reliable internet access, and the ability to maintain confidentiality while collaborating effectively in a virtual environment.

Equal Employment Opportunity Statement

PROVIDENCE IN-HOME CARE SERVICE is an Equal Opportunity Employer committed to fostering a diverse, inclusive, and respectful workplace. We consider all qualified applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other protected characteristic under applicable federal, state, or local laws.

Join Our Team

Join PROVIDENCE IN-HOME CARE SERVICE as our Executive Operations Specialist and play an integral role in supporting the administrative excellence and operational success of a mission-driven home care organization. Your expertise will help strengthen our internal operations while contributing to the delivery of compassionate, high-quality care that enhances the independence, dignity, and quality of life of those we proudly serve.

Essential Duties and Responsibilities

Executive and Leadership Support

• Provide high-level administrative support to the Agency Administrator and executive leadership.
• Manage executive calendars, schedule meetings, coordinate appointments, and organize travel arrangements as needed.
• Prepare professional correspondence, reports, presentations, meeting agendas, and executive summaries.
• Monitor executive email communications and assist with prioritizing requests and follow-up actions.
• Coordinate virtual meetings, record meeting minutes, and track action items.

Administrative Operations

• Support daily administrative operations across multiple agency departments.
• Develop, organize, and maintain digital filing systems and operational records.
• Prepare employment documents, onboarding packets, policy updates, and internal communications.
• Assist with scheduling, project coordination, and operational planning.
• Recommend and implement administrative process improvements that increase efficiency and productivity.

Data Management and Documentation

• Accurately enter, update, verify, and maintain client, caregiver, employee, and operational data within agency systems.
• Generate reports, spreadsheets, dashboards, and operational summaries for leadership.
• Monitor documentation for completeness, accuracy, and compliance with agency standards.
• Maintain confidential electronic records in accordance with HIPAA and agency policies.
• Identify and resolve data discrepancies while maintaining high standards of accuracy.

Operational Coordination

• Collaborate with leadership to support agency initiatives, projects, and strategic objectives.
• Coordinate communication between departments to ensure the timely completion of tasks and projects.
• Monitor operational workflows and assist with improving organizational performance.
• Support quality improvement initiatives and administrative compliance activities.
• Assist with vendor coordination and administrative resource management.

Client and Employee Support

• Serve as a professional point of contact for clients, caregivers, applicants, vendors, and community partners.
• Respond to inquiries by phone, email, and virtual communication platforms in a courteous and timely manner.
• Assist with caregiver onboarding documentation and administrative support.
• Coordinate information between departments to ensure outstanding customer service and operational continuity.

Compliance and Confidentiality

• Maintain strict confidentiality of client, employee, financial, and agency information.
• Ensure compliance with HIPAA, agency policies, and applicable federal, state, and local regulations.
• Assist with preparing documentation for audits, inspections, and regulatory reviews.
• Maintain organized administrative records in accordance with agency requirements.

Required Qualifications

• Associate's degree required; Bachelor's degree in Business Administration, Healthcare Administration, Management, or a related field preferred.
• Minimum of two (2) years of experience in executive support, business operations, office administration, healthcare administration, or related administrative roles.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and cloud-based productivity platforms.
• Excellent organizational, analytical, and problem-solving abilities.
• Outstanding written and verbal communication skills.
• Ability to work independently while managing multiple priorities in a remote environment.
• High-speed internet connection and a dedicated, professional home office workspace.

Preferred Qualifications

• Experience working within a home care, healthcare, or human services organization.
• Familiarity with electronic health records (EHR), CRM systems, scheduling software, or HRIS platforms.
• Knowledge of HIPAA regulations and healthcare documentation requirements.
• Experience supporting executive leadership and cross-functional teams.
• Bilingual candidates are encouraged to apply.

Knowledge, Skills, and Abilities

• Exceptional organizational and time-management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to prioritize competing responsibilities while meeting deadlines.
• Excellent interpersonal and relationship-building skills.
• Strong critical thinking and decision-making abilities.
• Professional judgment and discretion when handling confidential information.
• Advanced administrative, documentation, and coordination skills.
• Self-motivated with the ability to work independently and collaboratively in a remote environment.
• Commitment to continuous improvement and operational excellence.

Physical Requirements

• Ability to work at a computer for extended periods.
• Ability to operate standard office equipment, including a computer, telephone, printer, and scanner.
• Ability to remain seated for prolonged periods with or without reasonable accommodation.
• Ability to occasionally travel for agency meetings, training sessions, or special events if required.

Providence In-home Care Service provides compassionate, reliable non-medical in-home care that supports clients in maintaining dignity, independence, and quality of life in the comfort of their homes. Our mission is to deliver personalized care built on respect, integrity, and consistency while supporting families with dependable caregiving services they can trust.

We value compassion, professionalism, and teamwork, and we are committed to creating a supportive environment where caregivers are respected, trained, and empowered to grow. We believe great care starts with great caregivers, and we invest in our team through ongoing training, communication, and development opportunities.

Our vision is to be a trusted leader in home care by building meaningful relationships with clients, families, and caregivers while delivering excellence in every aspect of care.