Executive Administrative Assistant providing administrative support to the CEO Comms and Corporate Communications team at Ford. Managing requests, scheduling, and executing communication strategies for executive leadership.
About the role
- Administrative Assistant providing end-to-end operational support to the President & CEO at Pacific Health Group. This role requires managing multi-entity workflows and ensuring organizational excellence.
Responsibilities
- 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
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