Senior Care Operations & Sales Assistant

Job Type: Full-Time

Work Hours: Monday to Friday, 7:00 AM to 3:30 PM Pacific Time, with a 30-minute unpaid break

Salary: $1000 per month

Job Overview: 

We’re seeking a highly organized and tech-savvy Administrative Assistant to support our leadership team and Senior Care Advocates. This role is ideal for someone who thrives in a fast-paced, detail-oriented environment and enjoys working behind the scenes to keep operations running smoothly.

You’ll be responsible for managing our CRM system, supporting marketing and outreach efforts, conducting research and list building, and turning raw data into polished, client-ready deliverables. Your ability to stay on top of multiple priorities and maintain high standards in communication, documentation, and task execution will be key to success in this role.

Key Responsibilities:

• CRM and Data Management (Salesmate)
• Manage daily CRM operations, including data entry, updates, and data cleanup
• Maintain accurate records of contacts, companies, and deals
• Build reports and contact lists for outreach and campaigns
• Ensure leads, referrals, and partners are properly captured and routed
• Proactively identify and resolve data quality issues

Documentation and Materials

• Create and update presentations for prospects, partners, and internal meetings
• Design visual materials using Canva or similar tools
• Format proposals, one-pagers, and documents to meet client-ready standards
• Use AI tools to convert notes and transcripts into organized documents and slide decks
• Maintain a shared library of current templates and assets

Care Coordination Support

• Schedule and confirm doctor appointments, specialist consultations, and follow-up visits for members
• Draft appointment summaries and input visit notes into the system
• Prepare brief email or text updates for family members after appointments
• Request referrals and coordinate next steps with healthcare providers
• Track and schedule follow-up appointments as needed
• Manage care-related tasks to ensure timely completion

Research and Outreach

• Build targeted lists of potential partners (e.g., estate attorneys, wealth managers, senior living communities)
• Compile contact information and structure data in spreadsheets and the CRM
• Support outreach campaigns and assist with email communication

Operations and Team Support

• Enter and track tasks in the project management system after team meetings
• Document processes and develop SOPs and workflows
• Provide administrative support to leadership and Senior Care Advocates as needed

Qualifications:

• 2+ years of experience in an administrative, operations, or coordinator role
• Strong proficiency with CRMs (Salesmate is a plus), Google Workspace, and productivity tools
• Effective use of AI tools for documentation and task automation
• Excellent attention to detail in data management, formatting, and task follow-through
• Strong written and verbal communication skills
• Proven ability to manage multiple priorities independently
• Comfortable working with confidential and sensitive information

Preferred Experience:

• Familiarity with Salesmate or Asana
• Background in healthcare, senior care, or concierge services
• Experience using Canva or similar design tools
• Exposure to email marketing or social media management

Note: An NBI or police clearance will be required upon acceptance of the job offer.