Executive Assistant (Full Time)

Administrative Support for Caring Connections LLC & Family Ties Haven LLC

• Maintain schedules, manage the chief executive officers’ calendars and coordinate internal meetings

• Prepare and organize files, reports, meeting notes, and communications

• Answer phones, greet visitors, and ensure the front office is presentable and professional

• Assist with follow-ups, reminders, and document distribution for the leadership team
  

Personal Services Agency, Bureau of Disability Services & Department of Child Services Operations

• Maintain updated documentation for all service programs in accordance with state guidelines

• Track staff credentials, annual trainings, CPR/First Aid renewals, and TB testing in ADP system

• Quarterly support DCS report tracking, case documentation, and file auditing

• DCS referral intake processing and execution for Family Ties Haven LLC

• Assist in collection and review of Client Visit Records (CVRs), time reports, and billing support

• Maintain, update and execute the Caring Connections Leadership Team (CCLT) project calendar template.
  

Human Resources & Staff Coordination

• Coordinate onboarding documents and orientation for new hires

• Maintain staff rosters, availability, mileage forms, and time-off requests

• Schedule interviews and credential checks in collaboration with agency leadership
  

Client & Community Liaison

• Respond to family and case manager inquiries in a professional and timely manner

• Maintain open communication logs for all client-related matters

• Support special projects and events hosted by either agency
  

Skills & Qualifications

• At least 5 years of administrative experience at the C-Suite level or equivalent experience

• Microsoft Office Suite, Zoom, Notes, iCloud,

• Electronic case management systems including client services, ADP payroll

• Internal service tracking spreadsheets and HR documents in Excel

• Multi-line phone system and emails systems

• Commitment to accuracy, attention to detail and follow-through

• The ability to utilize good emotional intelligence skills (EQ) to discern situations, leadership styles and outcomes.
  

Preferred Qualifications

• Staying organized and responsive in a fast-paced office

• Keeping documentation current and compliant

• Supporting executive leadership with professionalism and discretion

• Creating a welcoming, efficient environment for staff, clients, and community partners

• Work hours are in-office unless otherwise arranged

• This is a trusted, confidential position—discretion is expected at all times

• Always maintain a solution-focused, client-first mindsetPreferred Qualifications

• Staying organized and responsive in a fast-paced office

• Keeping documentation current and compliant

• Supporting executive leadership with professionalism and discretion

• Creating a welcoming, efficient environment for staff, clients, and community partners

• Work hours are in-office unless otherwise arranged

• This is a trusted, confidential position—discretion is expected at all times

• Always maintain a solution-focused, client-first mindset

How to Apply

Submit your resume and cover letter to ericka@familytieshaven.com. Please include “Executive Assistant” in the subject line. You may also apply to the role at www.FamilyTiesHaven.com and click on menu, apply.