Administrative Assistant

Role Overview

• Manage, optimize, and protect the CEO’s calendar, scheduling, and daily priorities
• Anticipate scheduling conflicts and proactively resolve them
• Prepare daily and weekly agendas aligned with executive priorities
• Act as a gatekeeper to minimize distractions and interruptions
• Track action items, deadlines, and follow-ups across all meetings and commitments
• Handle bank deposits for Pacific Health Group and affiliated entities
• Reconcile paperwork, receipts, and basic financial documentation
• Track expenses and assist with administrative financial organization
• Manage filing, documentation, and record retention (digital and physical)
• Prepare documents for executive review, approval, and signature
• Oversee and manage administrative workflows for all businesses and ventures under the Pacific Health Group umbrella
• Coordinate administrative needs between leadership and on-site teams
• Monitor, triage, and manage executive email inbox
• Flag priority communications and draft responses when appropriate
• Manage phone calls, voicemails, and inbound requests
• Ensure timely follow-up on correspondence and commitments
• Maintain strict confidentiality and discretion at all times
• Coordinate all executive travel arrangements, itineraries, and accommodations
• Travel frequently across San Diego County to support operational needs
• Make regular in-person visits to Pacific Health Group locations and subsidiary entities
• Support logistics for meetings, site visits, offsites, and executive engagements
• Run executive and company-related errands as required
• Deliver and retrieve documents, deposits, supplies, or materials
• Serve as an operational extension of the CEO for time-sensitive tasks
• Ensure tasks are completed accurately and on schedule
• Create, maintain, and improve administrative systems and workflows
• Identify inefficiencies and recommend improvements proactively
• Ensure no tasks, deadlines, or commitments fall through the cracks
• Maintain structured systems for reminders, task tracking, and documentation

Requirements

• 5+ years of experience supporting senior executives, founders, or principals
• Demonstrated ability to manage multi-entity administrative operations
• Exceptional organizational, time-management, and prioritization skills
• Strong written and verbal communication abilities
• High level of discretion, reliability, and professional judgment
• Valid driver’s license and ability to travel throughout San Diego County
• Experience supporting CEOs in healthcare or regulated industries (preferred)
• Prior experience supporting multiple businesses or ventures simultaneously (preferred)
• Strong operational mindset with attention to detail (preferred)
• Comfort working in fast-paced, high-accountability environments (preferred)

Benefits

• 160 Hours of Paid Time Off (PTO)
• 12 Paid Holidays per year, including your birthday and one floating holiday after 1 year of employment
• 4 Paid Volunteer Hours per Month to support causes you care about
• Bereavement Leave, including Fur Baby Bereavement
• 90% Employer-paid Employee-Only Medical Benefits
• Flexible Spending Account (FSA)
• Short-Term & Long-Term Disability | AD&D
• Employee Assistance Program (EAP)
• 401(k) with Company Match
• Monthly Stipend
• Opportunities for professional development and internal growth
• Employee Discounts via Great Work Perks and Perks at Work
• Quarterly In-Person Events