WFH Administrative Assistant

Job Overview:

We are looking for a highly organized, proactive, and detail-oriented Virtual Assistant to support the daily operations of our growing home care agency in Maine.

This is more than an administrative role—we're looking for someone who takes ownership, stays organized, and helps drive recruitment, staffing, onboarding, and operational success.

Schedule: Remote Full-time | Monday to Friday, 9am to 6pm EST with one hour of unpaid break.

Responsibilities:

• Recruitment: Manage full-cycle applicant screening and interview scheduling across hiring platforms (such as Indeed) to maintain an organized recruitment pipeline and deliver a prompt, professional candidate experience.
• Staffing & Care Coordination: Match caregivers with client shifts across platforms like CareLync, Alpha One, and SeniorsPlus while actively cultivating relationships with care coordinators and referral sources.
• Onboarding & Compliance: Oversee the end-to-end onboarding process, ensuring all background checks, required documentation, and regulatory compliance standards are fully satisfied before caregiver placement.
• Operations: Maintain up-to-date recruitment, staffing, and referral records in Notion while preparing weekly reports to track and achieve operational KPIs.
• Business Support: Proactively optimize operational processes, assist with ad-hoc administrative tasks, and drive initiatives that support overall business growth.
• Communication Expectations: Maintain excellent responsiveness throughout the workday, including sending daily start-of-day priority emails and end-of-day progress summaries.

Requirements:

• Experience sourcing and screening candidates through platforms like Indeed.
• Comfortable navigating multiple software systems (including Notion), with bonus experience in CRMs, digital advertising (Facebook/Google Ads), lead generation, or workflow optimization.
• Excellent written and spoken English with strong organizational and multitasking skills.
• Proven ability to work independently, manage competing priorities, and take full ownership of responsibilities.
• Previous experience with home care, healthcare staffing, or caregiver recruitment is a plus.
• Experience in CRMs, digital advertising (Facebook/Google Ads), lead generation, or workflow optimization is a bonus.

Independent Contractor Perks:

• Health Insurance.
• Immediate Hiring.
• Permanent work from home.

Note:

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.