Personal Assistant/Home Care Scheduler

Job Description

Job Description

Join Our Team as a Personal Assistant/Home Care Scheduler!

Are you organized, professional, and passionate about supporting others behind the scenes? We’re looking for a dedicated Personal Care Assistant to work directly with the owner of a growing home care agency. In this unique role, you’ll assist with client scheduling, support the Director during client intake, and provide transportation to client meetings. This is an excellent opportunity for someone who enjoys both administrative responsibilities and being part of a mission-driven organization that truly cares about its clients and caregivers.

This role is ideal for someone who thrives in a dynamic environment—where schedules can shift quickly, and quick thinking is key. You’ll need to stay calm under pressure, think on your feet, and find solutions fast while maintaining a compassionate, professional approach. Your ability to stay cool in the chaos directly impacts the quality of care our clients receive.

Key Responsibilities:

• Schedule and assign home caregivers to clients based on client needs, staff availability, and location.
• Maintain accurate and up-to-date schedules to ensure full shift coverage.
• Handle last-minute scheduling changes and call-offs with minimal service disruption.
• Communicate schedule updates to caregivers and clients promptly and professionally.
• Resolve scheduling conflicts and address caregiver/client concerns calmly and effectively.
• Ensure all shifts adhere to agency policies, client care plans, and regulatory standards.
• Document all scheduling activities using agency software.
• Build strong relationships with caregivers, clients, and their families to foster trust and retention.
• Work closely with the Director doing Client Intake Assessments and documentation.
• Provide effective communication with clients and their families with the Director.
• Assist with new client intake by gathering necessary information, completing forms, and ensuring documentation is accurate and complete.
• Accompany and drive the owner to new client appointments, home assessments, and other off-site meetings
• Maintain regular communication with clients and caregivers to ensure high-quality service and client satisfaction.
• Help manage emails, phone calls, and calendar appointments for the owner.
• Prepare and organize materials for meetings and client consultations
• Support day-to-day office operations as needed, including filing, data entry, and follow-up calls

Qualifications & Requirements:

• Proven experience using scheduling software (WellSky knowledge is a plus).
• Strong multitasking and organizational skills in a fast-paced environment.
• Excellent communication skills—both verbal and written.
• Proficiency in Microsoft Office (Word and Excel).
• Ability to stay composed, think critically, and make quick decisions during high-pressure situations.
• Strong customer service and interpersonal skills.
• Willingness to work 1–2 weekends a month and occasional overtime with little notice.
• Flexibility and a can-do attitude

If you're a steady hand in the storm and love solving problems on the go, we want to hear from you!!