Executive assistant

Position Summary

Visiting Nurse Homecare and Hospice of Carroll County seeks a highly organized and detail-oriented Executive Assistant to provide advanced administrative and project support to the Executive Director and Leadership Team. This position plays a key role in ensuring smooth executive operations, supporting leadership initiatives, and maintaining exceptional confidentiality and professionalism. The ideal candidate is proactive, tech-savvy, mission-driven, and capable of managing multiple priorities with discretion and accuracy.

Essential Functions

Executive & Leadership Support

• Serve as the primary administrative support to the Executive Director.
• Provide administrative and project-based support to members of the Leadership Team.
• Prepare Board meeting materials, including agendas, dashboards, and packets; take and distribute meeting minutes as assigned.
• Manage document preparation, correspondence, scheduling, and travel coordination.

Donor Database & Systems Management

• Administer the agency’s donor database, ensuring accurate, timely, and secure donor and gift records.
• Maintain data integrity through updates, routine clean-up, reports, and mailing lists.
• Support donor acknowledgements with reports, lists, and mail merges.
• Partner with Finance on donor-related reporting and reconciliations to align database and financial records.

Operations & Communication

• Assist with data entry and maintenance across administrative systems as needed.
• Support process improvement and documentation initiatives that strengthen agency efficiency.
• Coordinate internal communications and provide administrative support for meetings.
• Provide cross-coverage for administrative colleagues as needed.

Confidentiality & Professional Standards

• Uphold the highest standards of confidentiality, professionalism, and discretion in all interactions.
• Adhere to all agency policies, including HIPAA and employee handbook standards.
• Represent the Executive Director and agency with professionalism in all internal and external communications.
• Support a respectful, mission-driven workplace culture.

Other Duties

• Perform related duties as assigned to support agency operations and mission fulfillment.

Qualifications

Required

• 2+ years administrative or executive support experience (healthcare or nonprofit preferred).
• Proven professionalism, integrity, and discretion with confidential information.
• Strong organization, communication, and writing/proofreading skills.
• Excellent interpersonal skills and a service-oriented approach.
• High attention to detail and accuracy with data and reports.
• Sound judgment and problem-solving skills.
• Proficiency with Microsoft Office or Google Workspace and ability to learn new systems.

Preferred

• Experience supporting executives or a Board.
• Experience managing a donor database or similar system.
• Background in home health or hospice agency or other non-profit organizations.