Executive Assistant / Executive Operations Coordinator

About Xincon:

Xincon Home Health Care Services is a leading provider of licensed homecare agency in New York City. We are dedicated to offering high-quality, patient-centric care, focusing on the unique needs and comfort of our patients. Our team of skilled professionals works collaboratively to provide comprehensive, personalized health services in the comfort of our patients’ homes.

POSITION SUMMARY

Provides executive-level administrative and operational support to the Executive Director across Xincon Home Health Care Services, ACCM, ACCO, and DTA Driver Training Center. Coordinates executive priorities, communications, meetings, projects, deadlines, and follow-up activities to ensure organizational efficiency, accountability, and timely execution.

QUALIFICATIONS

· Bachelor’s degree preferred or equivalent executive support experience.

· Minimum three (3) years supporting senior leadership.

· Excellent organizational, communication, and project coordination skills.

· Proficient in Microsoft Office, Google Workspace, ClickUp, and virtual meeting platforms.

· Ability to manage multiple priorities while maintaining confidentiality and professionalism.

CONTACT

Frequent interaction with Executive Leadership, managers, staff, managed care organizations, providers, vendors, community partners, government agencies, and contractors.

EQUIPMENT OPERATION

Computer, Microsoft Office, Google Workspace, ClickUp, email, telephone, video conferencing platforms, and standard office equipment.

ESSENTIAL DUTIES & RESPONSIBILITIES

· Manage executive calendar, meetings, travel, and scheduling.

· Monitor executive email; prioritize items requiring response, approval, or follow-up.

· Maintain the Executive Running Tracker in ClickUp to track assignments, deadlines, projects, and outstanding email threads.

· Prepare a 9:30 AM Morning Executive Briefing outlining priorities, meeting rundown, urgent emails, and deadlines.

· Prepare a 5:30–6:00 PM End-of-Day Report summarizing completed work, outstanding items, risks, and next-day priorities.

· Coordinate projects and follow up with internal teams and external partners to ensure timely completion.

· Track meeting action items and monitor accountability across Xincon, ACCM, ACCO, and DTA.

· Support contract tracking, compliance deadlines, business development initiatives, and special projects.

· Identify operational risks and escalate delays or issues to the Executive Director.

· Perform other duties as assigned.

CUSTOMER SERVICE / INTERPERSONAL SKILLS

· Professional and courteous communication.

· Strong follow-up and accountability.

· Exercises sound judgment and discretion.

· Works collaboratively while maintaining executive priorities.

SPECIALIZED SKILLS & TECHNICAL COMPETENCIES

· Executive administration

· Project coordination

· Meeting management

· Business writing

· Healthcare operations knowledge preferred

· HIPAA awareness and confidentiality

· ClickUp and Microsoft Office proficiency

PHYSICAL DEMANDS

Primarily sedentary office work with extensive computer and telephone use.

WORK ENVIRONMENT

Remote or hybrid office environment with occasional on-site meetings as required.

Annual bonus is available for this position.

Job Type: Full-time

Pay: $25.00 - $27.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Describe your system for managing tasks, deadlines, and follow-ups.
• How do you decide when to act independently vs. escalate?
• Give an example of a process improvement you initiated.
• What does ownership mean to you as an Executive Assistant?

Education:

• Bachelor’s (Required)

Work Location: Hybrid remote in New York, NY 10001