Job Description
Executive Administrator / Personal Assistant Location: Katy/ West Houston area (on-site most days with some Hybrid flexibility) Full-time Compensation: $50,000-$60,000 base + bonuses + growth potential Reports to: Founder & CEO Client Mission: Our client delivers compassionate, compliant home health and hospice care – including pediatric hospice – while expanding access for families through innovation, community agreement, and strategic growth. Igniting Visions is our client’s platform for leadership coaching, writing, and media that equips wounded visionaries to lead with faith, resilience, and excellence.
We’re seeking an Executive Administrator / Personal Assistant to serve as the right hand to our client. This unique role blends executive support, systems management, public coordination, and family assistance, ensuring both business and personal priorities run seamlessly. This is a long term legacy role – designed for someone who will grow alongside the CEO, the business, and the family.
Core Responsibilities: Executive Support & Operations: - Manage and prioritize multiple email accounts, ensuring no opportunities are missed.
- Provide daily and end-of-day reports with urgent items, follow-ups, priorities.
- Manage complex calendars across multiple companies; protect focus time and align with leadership.
- Draft, format, polish executive-level documents and presentations (letters, proposals, SOPs, decks).
- Handle confidential and sensitive information with discretion and professionalism.
Healthcare Admin & Compliance (Non-Clinical): - Coordinate document routing, signatures, and timely submission of physician orders.
- Support CMS deadlines (NOA/NOE awareness a plus).
- Liaise with the office manager and billing leadership to ensure compliance logs and deadlines stay on track.
- Exposure to WellSky/Kinnser, Consolo, Waystar, or Medicare DDE is a strong plus.
Brand, Media & Publicity Support: - Research and apply for speaking engagements, awards, and media opportunities.
- Manage press kits, bios, and brand content for Igniting Vison’s.
- Coordinate social media posting, light video editing, and simple graphics for brand consistency.
- Support book manuscript and content production, including formatting and version control.
People, Culture & Hiring: - Partner with HR to coordinate recruiting, references, and structured interviews.
- Develop onboarding materials (booklets, videos) and keep SOPs current.
- Help maintain a high-trust, ownership-driven culture across the team.
Travel & Events: - Coordinate domestic and international travel, lodging, and itineraries.
- Must have a valid passport (or ability to obtain one quickly) for travel.
- Manage logistics for vendor events, conferences, community outreach, and partnership meetings.
Special Projects: - Support government contracting documentation (HUB, WMBE, SBE, 8(a) pursuit).
- Assist with pediatric hospice expansion and the safety-items product line (first aid kits, AEDs).
- Provide structured support for technology initiatives (e.g., wound-care workflows/ web app).
Personal & Family Support: - Provide light family scheduling, school/travel coordination, and personal logistics.
- Serve as a trusted partner to balance professional and personal priorities seamlessly.
What Great Looks Like: - 30 Days: Email and calendar systems organized; daily reports consistent; rapport built with staff.
- 60 Days: Onboarding kit live; social/media cadence consistent; weekly executive briefs delivered.
- 90 Days: SOPs streamlined; publicity/award tracker active; measurable improvement in efficiency and responsiveness.
You’ll Thrive Here IF You Are: - Proactive & anticipatory – you see the “next three” steps before anyone else.
- Calm under pressure – steady in healthcare’s fast pace and media deadlines.
- Discreet & trustworthy – confidentiality is second nature.
- Owner-minded – you close loops and follow through without hand-holding.
- Tech-confident - you enjoy making messy processes simple.
- Bilingual (Spanish a plus) - able to engage diverse communities and partners.
Qualifications: Required: - 4+ years supporting a senior executive, founder, or CEO.
- Strong ability to manage multiple email accounts and multitask effectively.
- Expert in Microsoft 365/Teams and Google Workspace.
- Certification in Microsoft Office (Word, Excel, PowerPoint, Outlook) strongly preferred.
- Experience drafting executive-level documents and onboarding/training materials.
- Social media coordination and light video editing skills.
- Strong project management habits (dashboards, task systems, checklists).
- Willingness to work on-site in Katy/West Houston with hybrid flexibility.
Preferred: - Healthcare admin exposure (home health/hospice, HIPAA, CMS timelines).
- Familiarity with WellSky/Kinnser, Consolo, Waystar, Medicare DDE.
- Recruiting/HR Coordination and SOP development.
- Experience with government contracting or vendor/partner engagement.
- Spanish bilingual and passport-ready for travel.
Compensation & Growth: - Base Salary: $50-60,000 annually (or $ hourly pay at 23-28).
- Performance Bonuses (Quarterly/Biannual):
- $1,000 annually or email/admin efficiency improvements. Zero inbox goal.
- $1,500-$2,000 annually for securing publicity/awards/media features.
- $1,000 for system improvements.
- Retention Bonus: $3,000-$5,000 annual loyalty.
- Growth Path: Opportunity to grow into a Chief of Staff (expanded scope) role as the company/franchise expands ($70-85 potential).
- Other Benefits: Flexible hybrid schedule, minimal after-hours needs, long-term role with opportunity to grow with the CEO and Family.
Job Tags
Contract work, Work at office,