Administrative Assistant

Pacific Health Group • Full-time • El Cajon, California, United States • 3w ago

As an Administrative Assistant at Pacific Health Group, you will provide essential support to the Operations team, ensuring daily office activities run smoothly and efficiently. You will manage communications, assist staff and visitors, and maintain accurate records and schedules. This role is ideal for someone who is highly organized, detail-oriented, and motivated to contribute to a mission-driven organization committed to improving healthcare access.

ResponsibilitiesAdministrative & Communication Support

Answer and route incoming phone calls and emails with professionalism, ensuring inquiries are addressed promptly and accurately.
Draft, edit, and format correspondence, memos, and meeting materials that reflect PHG’s values of clarity, accuracy, and professionalism.
Monitor shared inboxes and ensure timely, appropriate responses to internal and external inquiries.
Serve as the first point of contact for staff, visitors, and vendors, creating a welcoming and professional environment.
Work alongside the executive team to provide administrative assistance, support special requests, and help execute leadership priorities.
Greet and provide support for members, prospects, and visitors during office visitations, ensuring a positive and professional experience.

Scheduling & Coordination

Maintain staff calendars and schedule meetings, appointments, and conference calls for leadership and teams.
Coordinate meeting logistics, including agendas, materials, technology setup, and follow-up documentation.
Assist with planning internal meetings and office events, supporting logistics, catering, and communications to ensure smooth execution.

Data, Records & Reporting

Perform accurate data entry and update company databases, tracking systems, and internal platforms to maintain data integrity.
Organize and maintain electronic files in compliance with company standards, ensuring easy retrieval and secure storage.
Prepare reports, spreadsheets, and presentations to support leadership and team decision-making.
Support other departments with ongoing tasks and activities, working alongside with department managers.

Office Operations & Financial Support

Provide general office support at the El Cajon location, including handling mail, ordering supplies, and coordinating with vendors to maintain smooth operations.
Assist with collection, processing, and tracking of checks, invoices, and basic billing support tasks, ensuring financial accuracy and timeliness.
Support communication between the El Cajon office and remote teams to ensure efficient workflows, timely updates, and cross-location collaboration.

Confidentiality & Professionalism

Handle sensitive and confidential information with discretion, maintaining trust and upholding compliance with PHG’s policies.
Uphold organizational professionalism by representing Pacific Health Group positively in all communications and interactions.

Other duties as assigned, not limited to the responsibilities outlined above.

Core Skills:

Strong written and verbal communication skills, with the ability to present information clearly.
Professionalism and discretion in handling confidential information.
Exceptional organizational skills, attention to detail, and time management abilities.
Reliability and the ability to work independently with minimal supervision.

Technical Skills:

Proficiency with Google Workspace (Docs, Sheets, Drive, Calendar, Meet).
Experience using Monday.com or similar project management platforms.

Experiential Skills:

Three or more years of administrative or office support experience.
Demonstrated ability to manage multiple priorities, meet deadlines, and support dynamic office operations.

Preferred:

Experience working in healthcare or nonprofit settings.
Bilingual in English and Spanish to support diverse populations.

Culture & Mission Alignment

We are looking for team members who embody Pacific Health Group’s core values:

Compassion: Ensure every interaction prioritizes dignity and respect.
Accountability: Deliver accurate work and consistent follow-up that directly impacts outcomes.
Collaboration: Contribute to team success and recognize the importance of collective wins.
Professionalism: Represent the organization with integrity in all communications and responsibilities.
Reliability: Provide consistent, dependable support to ensure the office runs smoothly.

Financial: $18-$24 per hour
Wellness: Comprehensive medical, dental, vision, life, and EAP coverage.
Paid Time Off: PTO and holidays.
Office Location: Fully on-site at the El Cajon office.