Medical Secretary providing secretarial and administrative support in hospital or clinic environments. Responsible for patient flow, scheduling, and handling communication to ensure efficient operation.
About the role
- Executive Assistant supporting the President & CEO at Pacific Health Group. Managing complex schedules and providing essential administrative support in hybrid environment.
Responsibilities
- Manage complex executive calendars, coordinating across organizations and resolving scheduling conflicts.
- Draft, proofread, and prepare correspondence, reports, and presentations.
- Serve as the primary point of contact for the executive, screening calls, emails, and communications.
- Handle confidential information with the highest level of discretion.
- Plan, organize, and execute meetings, board sessions, and company events.
- Prepare agendas, materials, and follow-up action items.
- Document meeting minutes, track deliverables, and ensure accountability on next steps.
- Support ad hoc projects and initiatives led by the Executive Team.
- Manage multiple concurrent projects, tracking deadlines, deliverables, and budgets.
- Anticipate executive needs and proactively resolve potential issues.
- Utilize platforms such as Google Workspace, Workable, and Salesforce (or similar) to organize workflows.
- Maintain efficient office systems and oversee internal communications to ensure alignment across teams.
- Arrange and coordinate business travel, accommodations, and itineraries.
- Support the CEO in meetings, conferences, and networking events by managing logistics and materials.
- Build and maintain relationships with stakeholders, vendors, and partners.
- Prepare briefing documents, presentations, and communication materials tailored to external stakeholders
Requirements
- Bachelor’s degree in Business Administration or related field preferred
- 3–5 years of experience as an Executive Assistant supporting senior or C-level leadership
- Exceptional organizational, time management, and multitasking abilities
- Excellent written and verbal communication skills
- Proficiency in Google Workspace, Microsoft Office, and Workable, with adaptability to new tools
- Strong research and analytical skills
- High level of discretion and integrity in handling sensitive information
- Reliable transportation and flexibility to work occasional evenings or weekends as needed
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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