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Pacific Health Group

Administrative Assistant

RemoteUnited States only
Published
Role
Operations
Employment
Full-time
$23–$25/hr
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Open to US only. Set where you work from to check your eligibility.

No BS summary

A dependable, organized, and professional Administrative Assistant is needed to provide day-to-day administrative and front-office support at an on-site location in Clairemont, San Diego. The role requires strong organizational skills, attention to detail, and a professional demeanor.

Optional skills

Google WorkspaceGmailCalendarDocsSheetsDriveHIPAA

What you'll do

  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • Recognizing when supplies need to be reordered.
  • Following up on outstanding administrative requests.
  • Maintaining an organized reception and office environment.
  • Identifying administrative issues before they become larger problems.
  • Keeping track of assigned tasks through completion.
  • Proactively communicating when assistance or clarification is needed.
  • Looking for reasonable opportunities to improve organization and efficiency.

What they require

  • 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: Previous experience in a healthcare or professional office environment.
  • Preferred: Experience managing a front desk or reception area.
  • Preferred: Familiarity with HIPAA or handling confidential information.
  • Preferred: Experience supporting multiple departments or members of leadership.

Benefits

  • 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 (This benefit seems to contradict the on-site nature of the role, but it's listed as a company benefit.)
  • Opportunities for professional development and internal growth

Pacific Health Group

Pacific Health Group provides compassionate, person-centered healthcare, behavioral health services, and social supports to people and communities.

Healthcare
$23–$25/hr