Home Care Scheduling Coordinator

As an Administrative Assistant, you'll be the supportive backbone for our Executive Director, ensuring that Permanent’s day-to-day operations flourish. You will play an integral role in facilitating collaboration across teams, managing executive tasks, and handling communications with our external partners, members, and beneficiaries. This position is essential within our mission-driven technology nonprofit, which is geared towards achieving significant social impact. Your role will be to create an environment that enables our entire team to succeed — making sure operations run smoothly by removing hurdles and enhancing communication. On a daily basis, you'll engage in essential administrative tasks like drafting correspondence, scheduling meetings, organizing and maintaining files, and providing information to those who need it, both internally and externally. You’ll know you’re doing a great job when inboxes are tidy, calendars are current, meetings are efficient, and the Executive Director can concentrate on strategic initiatives and product development rather than getting bogged down in paperwork and task management. Requirements Education and Experience Bachelor's Degree 1-3 Years Experience in a similar role Primary Job Duties Day-to-day Operations Maintain team calendars and prepare agendas, materials, and logistics for meetings, quarterly planning, and retreats. Take notes at team meetings, support follow-through in Asana, and gather information to keep our KPI tracker current. Keep company documentation and files organized, while documenting processes and improving efficiency across the team. Executive Support Extend the capacity of the Executive Director by managing their task list, calendar, and inbox, and drafting communications as needed. Open, read, capture action items and gather supporting materials or research to review for incoming mail requiring replies; answer routine inquiries. Fill out routine templated materials for board meetings and gather information to inform executive decision-making. Prepare expense reports, deliverables for bookkeepers and accountants, and track grant request progress. Administrative Support Assist with timely completion of payroll, PTO approvals, policy updates, and other compliance tasks in the Justworks platform, our PEO provider. Support hiring processes by managing postings and coordinating interviews or other tasks in the Workable platform. Assist with scheduling and administrating the annual performance review process, annual in-person team retreats or other organization-wide projects. Prepare, print, distribute, and mail materials, such as flyers or invitations for meetings, conferences or events. Manage onboarding and off-boarding processes for staff on company platforms. Member Success Triage and track support requests through resolution. Identify, confirm and escalate product issues reported by members. Facilitate onboarding webinars and help new members access resources. Aid staff in organizing, monitoring and addressing issues with member success platforms like Mailchimp, Circle, Zoho Desk, and others. Skills & Abilities Apply if you are described as: Detail oriented. You notice the details most people miss and sweat the small stuff. Easy to understand. Speaking and writing to convey information effectively comes easy to you. Intentional and organized. You follow processes, manage multiple tasks at once and document your work. Discreet and trustworthy. You handle sensitive information with care and respect. Punctual and prepared. You manage your time effectively, leave time to get ready and bring receipts. Helpful and Attentive. You seek out ways to help people and understand their challenges. A problem solver. You enjoy collaboratively figuring out the best solution to complex problems. A systems thinker. You enjoy making things more efficient and creating structure where it’s needed. A team player. You are confident in receiving feedback, giving gratitude and sharing the spotlight. A learner. You are flexible, make sense of new information, and are willing to tackle new tasks. A doer. You are self-motivated and enjoy checking boxes, achieving goals and making an impact. We’ll be impressed if you also bring: Experience in nonprofit operations, executive assistance, or program administration. Familiarity with operations software like Asana, Slack, Google Workspace, JIRA, GitHub, etc. Experience supporting executive leadership (calendar/email management, board prep, grants). Familiarity with HR platforms (e.g., Justworks) and bookkeeping/accounting coordination. Experience with technical writing or improving systems and processes (documentation, workflows, KPIs). Background in museums, libraries, archives, genealogy, or public history. Work Context Fully remote day-to-day, work-from-home environment facilitated primarily via on-camera video calls, email, and Slack communications with staff and partners across a variety of timezones. Reliable high-speed internet and self-maintained, private and non-disruptive workspace required. Occasional local or domestic travel for in-person team meetings or trade events will be required. Casual attire for internal-facing interactions, business casual for external facing interactions. Full time: a mix of ~20 hours fixed availability and ~20 hours flexible availability. Nights and weekends are not generally required when not traveling. Admin Assistant should expect a mix of structured, routine work and evolving, unstructured Salary $60,000 based on pay equity research for US-based intermediate experience administrative assistants in the nonprofit and technology sectors. Benefits Competitive salary with annual performance and cost-of-living increases Comprehensive health care (medical, dental, vision) Dependent care FSA 401K plan with matching contributions Generous Paid Time Off (vacation, sick, public holidays) Remote work and flexible schedule Wellness resources and funds to support your home office

Duke Corporate Education (Duke CE) is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our executive leadership team. This role is pivotal in enabling our leaders to operate efficiently and effectively, and offers exposure to a dynamic, global business environment. As Executive Assistant, you will serve as a strategic administrative partner to our executives, managing complex calendars, coordinating domestic and international travel, organizing high-level meetings and events, and supporting a wide range of administrative tasks. You’ll be a linchpin in our operations, helping drive team efficiency and ensuring seamless day-to-day execution. Key Responsibilities Manage complex calendars and resolve scheduling conflicts Coordinate domestic and international travel arrangements Prepare expense reports and manage reimbursements Organize meetings, conferences, and events, including logistics and materials Draft and edit documents, presentations, and reports Support meeting management and follow-up actions Liaise with internal and external stakeholders professionally Maintain records, databases, and administrative systems Anticipate executive needs and proactively solve challenges Contribute to strategic initiatives and office priorities Requirements Experience: Minimum 4 years supporting senior leaders in a corporate setting Education: Bachelor’s degree Skills: Strong organizational and time management skills Excellent communication and interpersonal abilities Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) Ability to manage multiple priorities and work independently High attention to detail and commitment to excellence Comfort with data and administrative systems Agile, resilient, and solutions-oriented mindset Salary Range: $68,000 – $75,000 per year.

Brick by Brick Collective supports the Real Estate Industry and is looking for an excellent, self-starting, virtual assistant to join the team who has real estate experience to support a client of ours in Pennsylvania. We’re looking for someone to join us and grow with us as we’re rapidly expanding! Job Responsibilities: Manages projects on behalf of our Real Estate clients, managing and meeting deadlines Complete a variety of virtual assistant tasks including scheduling, emailing, lead conversion management, research projects, data entry, and many more different types of projects Professionally communicate with clients and adjust to their changing priorities, needs, and deadlines using their business values and processes as a guiding principle Hours start at 20 hours per week and have potential to grow up to 40 hours per week as we grow. Schedule is flexible and largely weekday-based, with most project turnaround times being 1-2 days. This is a remote position. Requirements Project Manager Qualifications / Skills: Experience working in the Real Estate Industry Strong written and verbal communication skills, with the ability to tailor communication to a variety of styles and client priorities Self-starter attitude; comfortable with an open-ended problem and creating a suggested plan from that Project and process management, managing deadlines and several priorities Critical thinking, if you think a client or project should be focused on something else Strong organizational and analytical skills Benefits Why Join Us? Remote Work: This is a fully remote position within the US, offering flexibility and work-life balance. Flexible Hours: Start at 20 hours per week with the potential to grow. Competitive Pay: Starting at $23/hour, with bonus opportunities of up to $10k annually. Growth Opportunities: Ample potential for career growth and performance bonuses. Brick by Brick Collective is committed to social justice, including LGBTQ rights, women’s rights, and civil rights, and provides services for individuals from a diverse array of races, ethnicities, national origins, sexual orientations, ages, religions, genders, educations, abilities and other identities. We do not tolerate or support discriminatory speech, hate speech, comments or actions against others based on their sex, gender, age, ethnicity, race, socio-economic status, disability, or other labels, or any physical, mental, or emotional abuse.

About Baird & Warner Real Estate Over the last decade, Baird & Warner was named a Chicago Tribune Top Workplace eight times in a row. But we didn’t get there by accident — behind every great company is a culture created by the professionals who work there. Throughout our rich history, one thing has remained true: we believe that when you give people the support they need, amazing things can happen. That’s why at Baird & Warner we empower you to be independent, to grow in your career, to do the right thing by your colleagues and your community, and to have a true work/life balance. We truly care about making our team feel part of something bigger by sharing a single purpose — making it easier for homebuyers and sellers to realize their real estate dreams. Job Summary We are looking for a dynamic, administrative professional to join our team supporting Real Estate Sales Professionals at our Downers Grove office. *This is a full time, in-office position with expected hours M-F 9:00am-5:00pm. Essential Duties And Responsibilities: (other duties may be assigned) Compile property transaction files for all listings and contracts and verify information. Technologically savvy Create and manage office advertising utilizing ad templates Listing maintenance, create paperless listing files, process listing agreements Process sales, closings and earnest money Answer phones Administrative support services Document management Distribute and prepare incoming and outgoing mail General office support functions including greeting customers and maintaining office appearance. Process buyer rep agreements Data entry Tasks assigned by Broker Manager & Sales Support Manager Able to assist Managing Broker with social media content and posting. Requirements Strong communication skills (verbal & written) Ability to multi-task & prioritize Strong computer skills - including Google platform and Microsoft Office Ability to perform accurate data entry Team player but can work independently Professional appearance Proactive Real estate knowledge is a plus Education/Experience High School Diploma or equivalent required. Minimum 1 year Administrative Assistant experience. Previous Real Estate administrative experience desired. Salary Range: $40,000-$45,000 Benefits Medical, dental, PTO, VTO

Come join VisitorsCoverage, one of Silicon Valley's most successful InsurTech companies, certified as a Great Place to Work®! We are looking for a full-time Office Administrator to join our HR/Administration team. As an Office Administrator, you’ll manage office supplies and inventory, provide administrative support to employees, and occasionally organize company events. Additionally, you’ll assist the People Operations Manager with clerical tasks related to basic accounting and HR, including processing invoices, maintaining company records and licensing, and supporting onboarding and offboarding processes. You’ll also handle basic IT troubleshooting, manage office budgets, and ensure office policies and procedures are kept up-to-date. As a key member of our team, you’ll contribute to a smooth, productive, and well-maintained work environment. If you thrive in a dynamic, fast-paced environment, excel in organization and multitasking, and are eager to make a substantial impact in your career, we encourage you to apply. We are located in Santa Clara, California, and are looking for local candidates only. Must be legally authorized to work in the U.S., no sponsorship will be offered. What We Do: VisitorsCoverage is an Insurtech company, located in the heart of Silicon Valley, revolutionizing the way travelers search, compare, purchase, and manage their travel insurance. Imagine a place where buying travel insurance is as easy as ordering an item from your favorite online retailer. You know exactly what the benefits are and what each word on the coverage document means, and you are able to zip through the checkout process. We are obsessed with simplifying Travel Insurance! We wake up everyday thinking of new ways to meet the same expectations that users have from their online retailers and delivery or streaming services. We are a team of people who counter the thought that insurance is boring and love the challenge of delighting our users at every step of their decision-making process. If this sounds like the perfect role and workplace for you, we encourage you to apply for this position! VisitorsCoverage is on a mission to hire only the best, and we are committed to providing exceptional employee experiences with meaningful work and true work/life balance. Requirements Required Skills: Excellent organizational and multitasking abilities, with a keen eye for detail; willing to play multiple roles. Strong interpersonal and communication skills, both written and verbal. Punctual, detail-oriented, extremely organized, and resourceful with a can-do attitude. Must possess strong computer skills and strong proficiency in office software, including Adobe, Google Docs, Sheets, and Slides (Google Workspace). Must possess basic IT skills to perform as a help desk; must be tech savvy. Experience using graphic design tools like Canva to create professional documents or presentations. General knowledge of accounting processes and functions is a plus. Familiarity with HR software systems and tools (e.g., HRIS platforms) is a plus. Ability to maintain confidentiality and handle sensitive employee information with discretion. Demonstrated ability to work both independently and as part of a team in a fast-paced environment. Key Responsibilities: Oversee day-to-day office operations, including managing supplies, equipment, and vendor relationships. Act as a point of contact for internal and external communications. Schedule meetings, coordinate calendars, and assist in organizing and planning company outings and events. Ensure office policies and procedures are up-to-date and followed; serve as the liaison between employees and HR or management regarding workplace policies. Manage office budgets, including tracking expenses and processing invoices. Identify and restock all office necessities and perishables as needed. Provide professional and friendly administrative support for employees. Manage basic errands to the bank, market, post office, mailbox, etc. Organize and tidy up files, supplies, office common areas, and kitchen. Handle all incoming and outgoing packages. Manage small personal and administrative tasks for the CEO from time-to-time. Assist HR with on-boarding and offboarding processes, including creating and deactivating emails for new hires and exiting employees. Reformat laptops and install/uninstall needed software's and apps. Resolve all basic IT-related issues for employees. Coordinate recruitment processes, including posting job openings and onboarding new employees. Support People Operations Manager with performance review processes. Organize training sessions and ensure compliance with workplace safety and training requirements. Perform clerical and administrative tasks related to accounting and human resources. Assist with any additional tasks as required by the HR or management team. Required Qualifications: 2-3 years of experience in Office Administration is required. Experience in the Human Resources field is a plus. Foundational knowledge of Accounting processes is a plus. Associate's or Bachelor's degree in Human Resources, Business Administration, Communications, or a related field. Desired Qualifications: Knowledge of accounting principles and practices.  Knowledge of labor laws and HR best practices. Prior experience coordinating recruitment and onboarding processes. Basic understanding of IT support or troubleshooting is an advantage. Benefits 100% company paid individual medical, dental, & vision insurance coverage Pet insurance Paid parental leave 401(k) retirement plan Paid time off for annual charity or volunteer work Generous Paid time off Fitness/Wellness gym stipend Great work-life balance The pay range for this position is $28 - $35 per hour, depending on experience level.

Professional PT, a leading provider of physical, occupational, and hand therapy in the Northeast, is seeking a dedicated and compassionate individual to join our team as a Patient Care Coordinator. As a Patient Care Coordinator, you will be the first point of contact for our patients and play a vital role in providing exceptional customer service and ensuring a positive patient experience. Our company is committed to providing high-quality care to our patients and creating a positive and welcoming environment. We value teamwork, respect, and integrity, and are looking for someone who shares these values and is passionate about helping others. Compensation: $17–$21 per hour, based on experience and qualifications Responsibilities: Greet patients Answer phones Schedule patient appointments Complete new patient registration and data entry Discuss insurance benefits, authorization requirements and payment responsibilities Collect patient balances (copay/deductible/coinsurance) Perform standard day-to-day clinical administrative responsibilities Requirements High school diploma or equivalent. Prior experience in a customer service or administrative role, preferably in a healthcare setting. Excellent interpersonal and communication skills. Strong attention to detail and organizational skills. Ability to multitask, prioritize tasks, and work in a fast-paced environment. Proficient in computer skills and ability to learn new software systems. Benefits Monthly performance bonus Medical, dental, vision insurance Life insurance 401k Employee assistance program  Employee discounts Employee referral program Paid time off (PTO)