Administrative Assistant

Location: On-Site - Clairemont San Diego | Employment Type: Full-Time | Reports To: Directors/Executives

About Pacific Health Group

Pacific Health Group is a mission-driven healthcare organization dedicated to improving health outcomes through coordinated, community-based services. Our team works collaboratively to support members, employees, healthcare partners, and the communities we serve.

Overview

The Administrative Assistant is responsible for supporting the daily administrative operations of the Pacific Health Group office and serving as a professional first point of contact for employees, visitors, vendors, and other individuals interacting with the organization. This is a fully on-site position requiring consistent attendance and presence at the assigned office location during scheduled working hours. The position supports general office operations, reception, correspondence, scheduling, document organization, supply management, and administrative needs across the organization. The ideal candidate is highly organized, dependable, professional, detail-oriented, and comfortable independently managing routine office responsibilities.

Responsibilities

• Reception & Front Office Support
  • Serve as the primary point of contact for visitors and individuals arriving at the office
  • Greet and assist visitors in a friendly and professional manner
  • Answer, screen, and appropriately route incoming telephone calls
  • Receive and distribute mail, packages, deliveries, and correspondence
  • Maintain a professional, organized, and welcoming reception and common-office environment
  • Coordinate visitor access and notify appropriate staff of arrivals
  • Respond to general inquiries and direct individuals to the appropriate department or team member
  • Maintain appropriate visitor confidentiality and follow organizational privacy and security procedures
• General Administrative Support
  • Provide day-to-day administrative support to leadership and other departments as assigned
  • Prepare, format, organize, scan, copy, and file documents
  • Draft routine emails, correspondence, and administrative communications
  • Assist with data entry, spreadsheets, reports, and other administrative records
  • Maintain organized electronic and physical filing systems
  • Prepare documents for review, approval, and signature
  • Assist with scheduling meetings, appointments, and conference rooms
  • Maintain calendars and provide scheduling support when assigned
  • Track administrative requests and follow up on outstanding items
  • Assist with special projects and other administrative assignments as needed
• Office Operations
  • Help ensure the office remains organized, stocked, functional, and professional
  • Monitor office, kitchen, printing, and other routine supply levels
  • Coordinate supply orders and maintain appropriate inventory
  • Assist with printer, copier, mailing, and other basic office equipment needs
  • Coordinate with vendors, building management, maintenance personnel, or other service providers when appropriate
  • Identify office-related issues and communicate or escalate them promptly
  • Maintain conference rooms, shared spaces, and administrative areas
  • Assist with preparation and cleanup for meetings, trainings, interviews, and office events
• Scheduling & Coordination
  • Assist with scheduling internal and external meetings
  • Coordinate meeting logistics, including conference rooms, materials, technology, and refreshments when needed
  • Send calendar invitations and meeting reminders as requested
  • Assist leadership and departments with administrative coordination
  • Track deadlines, appointments, and follow-up items
  • Help ensure administrative commitments are completed on time
• Documentation & Record Management
  • Maintain accurate and organized administrative records
  • Scan, upload, organize, and appropriately store documents
  • Maintain confidentiality of employee, member, financial, and organizational information
  • Follow established document-retention and record-management procedures
  • Assist with maintaining forms, templates, administrative logs, and tracking spreadsheets
  • Ensure confidential documents are appropriately secured and not left accessible to unauthorized individuals
• Office Communication
  • Monitor designated office email inboxes or communication channels as assigned
  • Route requests to the appropriate staff member or department
  • Draft routine responses and follow up on administrative requests
  • Communicate professionally with employees, visitors, vendors, healthcare partners, and leadership
  • Maintain discretion when handling confidential or sensitive information
• Employee & Leadership Support
  • Provide administrative assistance to leadership and office-based staff as needed
  • Assist with preparation for interviews, meetings, trainings, and employee activities
  • Help coordinate new-hire office setup and other administrative onboarding needs
  • Assist with collecting, organizing, or distributing requested documents and materials
  • Provide general administrative support to HR, Operations, and other departments when appropriate
• Organizational Excellence & Initiative
  • Recognize when supplies need to be reordered
  • Follow up on outstanding administrative requests
  • Maintain an organized reception and office environment
  • Identify administrative issues before they become larger problems
  • Keep track of assigned tasks through completion
  • Proactively communicate when assistance or clarification is needed
  • Look for reasonable opportunities to improve organization and efficiency

What Success Looks Like

A successful Administrative Assistant helps the office run smoothly without requiring constant direction. They are dependable, organized, welcoming, and proactive; maintain a professional office environment; keep administrative responsibilities moving; follow through on requests; communicate effectively; and become a reliable resource for employees and leadership.

Requirements

• High school diploma or equivalent
• Previous administrative, receptionist, office assistant, customer service, or related experience preferred
• Strong organizational and time-management skills
• Excellent verbal and written communication skills
• Professional and welcoming demeanor
• Strong attention to detail and accuracy
• Ability to prioritize multiple responsibilities
• Ability to work independently and follow through on assigned tasks
• Basic proficiency with computers and standard office technology
• Ability to maintain confidentiality and exercise professional discretion
• Reliable attendance and punctuality

Preferred Qualifications

• Previous experience in a healthcare or professional office environment
• Experience with Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive
• Experience managing a front desk or reception area
• Familiarity with HIPAA or handling confidential information
• Experience supporting multiple departments or members of leadership

Skills & Competencies

• Organization and attention to detail
• Professional communication
• Customer service
• Reliability and accountability
• Initiative and follow-through
• Time management
• Multitasking and prioritization
• Administrative organization
• Confidentiality and discretion
• Problem-solving
• Adaptability
• Google Workspace proficiency

Pay

Hourly Rate: $23.00-$25.00 per hour, based on experience and qualifications.

Schedule

Monday-Friday, 8:30am - 5pm

Benefits & Perks

• 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
• Dental and Vision Insurance
• FSA | Dependent Care Account
• 401(k) with Company Match
• Monthly Stipend
• Short-Term & Long-Term Disability | AD&D
• Employee Assistance Program (EAP)
• Employee Discounts via Great Work Perks and Perks at Work
• Quarterly In-Person Events
• Fully remote work within California
• Opportunities for professional development and internal growth