Executive Assistant and Business Operations Coordinator

Position Overview

We are seeking a highly organized, dependable, and proactive Executive Personal Assistant and Business Operations Coordinator to work directly with the Owner and Executive Director.

This is a hands-on position supporting the executive’s daily schedule, personal administrative needs, established healthcare operations, and several developing businesses.

The successful candidate must be comfortable working in a fast-paced entrepreneurial environment, managing several projects at the same time, and following assignments through completion. This position requires initiative. The assistant must be able to identify routine work that needs attention without waiting for instructions for every task.

This is primarily an in-person position. On assigned days, the employee must arrive promptly at the executive’s home office in Warren County New Jersey, at 8:00 a.m. The employee will help organize the day and may later transition with the executive to a designated company office. Limited remote work may be permitted when approved and when the assigned duties can be completed effectively from home.

Executive and Personal Assistance

• Meet with the executive each morning to organize priorities, deadlines, appointments, calls, meetings, applications, and follow-up assignments.
• Manage business and personal calendars, reminders, meeting schedules, travel arrangements, and important deadlines.
• Draft professional emails, letters, reports, meeting agendas, application responses, forms, and other correspondence.
• Review incoming emails, calls, notices, and documents and identify matters requiring immediate attention.
• Organize confidential business, employee, financial, legal, and personal records.
• Assist with approved personal administrative matters, appointments, document organization, and errands.
• Prepare a daily summary of completed assignments, pending matters, deadlines, problems, and decisions requiring executive approval.

Business Development and Application Support

• Assist with organizing and launching new business projects under the executive’s direction.
• Research application, registration, licensing, accreditation, credentialing, and approval requirements.
• Create application checklists identifying required forms, supporting documents, signatures, fees, and deadlines.
• Prepare application packages using information approved by the executive or authorized professional.
• Contact government agencies, accreditation organizations, vendors, consultants, attorneys, accountants, and other business partners.
• Track every application and follow up until an approval, correction request, denial, or other final response is received.
• Maintain organized electronic and paper records for each company and project.

Office and Project Coordination

• Monitor project deadlines and follow up with employees, contractors, vendors, and outside professionals.
• Maintain accurate task lists, contact logs, application trackers, recruitment trackers, and status reports.
• Answer and route business calls and correspondence appropriately.
• Prepare documents and information for meetings, inspections, applications, and executive review.
• Coordinate with existing HR, operations, billing, compliance, and program staff without duplicating their assigned responsibilities.
• Help ensure that assignments given by the executive are acknowledged, completed, and properly documented.
• Maintain professional communication and protect confidential information at all times.

Required Qualifications

• At least three years of experience in executive assistance, business administration, healthcare administration, human resources, project coordination, or a similar position.
• Previous experience directly supporting a CEO, business owner, executive director, or entrepreneur.
• Experience working with a growing company, startup, healthcare organization, or multiple related businesses.
• Excellent written and spoken English.
• Bilingual English and Spanish proficiency is required; additional languages are a plus.
• Strong skills in Microsoft Office, Google Workspace, Excel or Google Sheets, electronic calendars, PDF forms, email, and online application portals.
• Ability to draft clear, professional correspondence with limited supervision.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• Excellent judgment, discretion, punctuality, and attention to detail.
• Ability to work independently and provide consistent follow-through.
• Reliable transportation and willingness to travel between the executive’s home office and assigned business locations.
• Ability to handle sensitive personal, business, employee, financial, and healthcare-related information confidentially.

Preferred Qualifications

• Associate degree or bachelor’s degree in business administration, healthcare administration, human resources, public administration, communications, or a related field.
• Experience preparing licensing, accreditation, provider-enrollment, credentialing, or government application packages.
• Experience with Indeed, employee onboarding, healthcare staffing, credential tracking, or compliance documentation.
• Experience supporting healthcare, home-care, developmental-disability, ABA, staffing, consulting, educational, or training organizations.
• Notary commission is helpful but not required.

Position Boundaries

The assistant may prepare documents, gather information, coordinate communications, and track applications. However, the assistant may not sign legal, licensing, Medicaid, ownership, tax, banking, or regulatory documents on behalf of the owner unless legally authorized.

This position does not perform nursing, clinical, or Medicaid-billing duties. The assistant may recruit nurses, coordinate meetings, collect documentation, and support qualified staff, but may not provide licensed services unless separately qualified and authorized.

Morning Star Supportive Services considers qualified applicants without unlawful discrimination. Employment is subject to applicable background screening, confidentiality, onboarding, and employment requirements.

Pay: $31,200.00 - $39,000.00 per year

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person