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RN-Owned Private-Pay Homecare Agency | Massachusetts | Fast-Growing

We are a fast-growing, RN-owned private-pay homecare agency based in Massachusetts looking for a highly organized and dependable Virtual Assistant to manage day-to-day operations, recruiting, scheduling, and communication with families and caregivers.

The primary responsibility of this role is keeping daily operations running smoothly — ensuring schedules are covered, tasks are organized, and communication flows without delay. This role requires someone who is proactive, detail-oriented, fast at execution, and experienced with the unique workflow of homecare operations.

You will be working directly with ownership and supporting the internal processes that keep the company functioning smoothly.

Your Responsibilities
PRIMARY FOCUS: Daily Operations & Organization

Manage call-outs, shift coverage, same-day updates, and daily staffing communication

Keep operations organized with accurate documentation, schedules, trackers, and follow-ups

Maintain and organize digital files, care plans, and administrative documents

Support daily communication with caregivers, families, care managers, and hospice teams

Recruitment & Caregiver Pipeline

Assist with caregiver recruiting, screening, messaging, and interview scheduling

Maintain an active, organized pipeline of reliable caregivers

Ensure onboarding steps, documents, and credentials are completed promptly

Scheduling & Communication

Assist with schedule updates, confirmations, and changes throughout the day

Provide professional communication and timely responses to caregivers and families

Help coordinate urgent or last-minute staffing needs

Documentation & Administrative Support

Support LTC insurance paperwork, visit logs, and claim submission organization

Prepare and organize intake forms, agreements, reports, and care-related documents

Maintain trackers for referrals, marketing follow-ups, KPIs, and case updates

Follow up on DocuSign agreements and ensure all files are updated and accurate

Lead Management & Research

Contact new inquiries, gather client info, follow up, and help convert leads

Conduct operational research (vendors, caregivers, software, supplies, etc.) as needed

What We’re Looking For

Must have prior experience in homecare operations

Excellent English communication skills

Highly organized with strong follow-through

Comfortable managing time-sensitive tasks and fast-changing priorities

Experience in scheduling, customer service, or healthcare administration (bonus)

Professional, reliable, and able to work with minimal supervision

Must be available during U.S. Eastern Time business hours

Long-term commitment and strong work ethic