Medical administrative assistant Jobs in San Diego, CA

Pacific Health Group & Affiliate Companies Reports To: President & CEO (Vincent) Classification: Full-Time | Remote / Hybrid Location: Remote-based | Hybrid support at CEO's home office (San Diego area) | Travel required

About Pacific Health Group

Pacific Health Group (PHG) is at the forefront of transforming community-based healthcare by addressing social determinants of health and delivering comprehensive, coordinated services across underserved populations. PHG operates and continues to grow a portfolio of affiliated companies and ventures — including Olive Branch Eatery, ParkWest Solutions, and future business units under development or acquisition — each aligned to a broader mission of health equity, economic empowerment, and community impact.

Position Overview

The Administrative Assistant serves as an operational cornerstone for the President & CEO and the broader Pacific Health Group enterprise. This is a high-trust, high-visibility role requiring a sharp, self-directed professional who can manage multiple priorities across a multi-entity organization with minimal oversight.

This position is remote-based with hybrid availability at the CEO's home office in the San Diego area as needed. The role spans all PHG operating locations and affiliates and requires statewide and national travel in support of business expansion, executive meetings, conferences, and strategic initiatives.

The ideal candidate is a proactive executor — organized, discreet, and commercially fluent — with the ability to operate seamlessly across business units, time zones, and leadership contexts.

Core Responsibilities

Executive & Administrative Support

• Manage the President & CEO's daily calendar, scheduling, appointments, and coordination across all PHG entities and affiliates.
• Draft, edit, and prepare correspondence, briefing documents, memos, reports, and executive communications.
• Screen and prioritize communications on behalf of the CEO; serve as a professional point of contact for internal teams, external partners, vendors, and stakeholders.
• Track tasks, action items, and follow-ups across multiple business lines to ensure timely completion of leadership priorities.
• Handle all sensitive and confidential information with the highest level of discretion, integrity, and professionalism.

Scheduling, Meetings & Event Coordination

• Coordinate and support meetings, site visits, and executive engagements across all PHG business units and affiliate locations.
• Prepare agendas, materials, and briefing packages; take meeting notes and manage action item follow-through.
• Support logistics for internal meetings, leadership offsites, community events, and business functions across all operating entities.
• Assist with planning, coordination, and execution of conferences, expansion-related meetings, and national or statewide initiatives.

Multi-Entity Operations Support

• Provide administrative support across Pacific Health Group and all affiliated companies, including Olive Branch Eatery, ParkWest Solutions, and any future entities built out or acquired.
• Act as a communication bridge between the CEO's office, remote teams, and all operating locations — ensuring efficient workflows, timely updates, and cross-location alignment.
• Support coordination between departments and business units; assist department managers with ongoing tasks and cross-functional priorities as directed.
• Serve as a professional representative of PHG and its affiliates in all interactions with staff, visitors, vendors, partners, and community stakeholders.

Data, Records & Reporting

• Perform accurate data entry; maintain and update company databases, tracking systems, and internal platforms across business units.
• Organize and manage electronic files in compliance with company standards, ensuring secure storage and easy retrieval.
• Prepare reports, spreadsheets, and presentations to support leadership decision-making and operational oversight.
• Assist with collection, processing, and tracking of checks, invoices, and basic billing and financial support tasks.

Office & Operational Support

• Support general office operations across PHG locations — including mail handling, supply ordering, and vendor coordination — in coordination with on-site teams.
• Maintain organized, efficient systems for physical and digital records across home office, remote, and on-site environments.
• Support procurement activities, basic research, and vendor relationship management as needed.
• Perform additional duties as assigned in support of organizational and executive priorities.

Travel & Field Support

• Travel statewide and nationally to support the CEO and PHG operations, including business expansion activities, executive meetings, conferences, and strategic initiatives.
• Provide on-the-ground logistical support during travel: materials coordination, scheduling adjustments, and real-time operational execution.
• Availability for in-person support at the CEO's home office on a hybrid basis as needed.

Culture & Values

We seek team members who embody Pacific Health Group's core values:

• Compassion — Every interaction prioritizes dignity and respect.
• Accountability — Accurate work and consistent follow-through that drives real outcomes.
• Collaboration — Collective success is everyone's responsibility.
• Professionalism — Integrity and excellence in every communication and task.
• Reliability — Dependable execution that keeps the organization moving.

Work Arrangement

• Primary: Remote
• Hybrid: In-person availability at CEO's home office (San Diego area) as needed
• Travel: Statewide and national travel required in support of business expansion, meetings, and organizational initiatives
• Local Proximity: Candidates based in or near the San Diego area preferred (Rancho Bernardo, Poway, Rancho Peñasquitos, Scripps Ranch, or surrounding communities)

Requirements

Education & Experience

• Bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred.
• 3–5 years of progressive experience in an administrative, executive assistant, or operations support role.
• Prior experience supporting C-suite or senior leadership strongly preferred.
• Experience in healthcare, nonprofit, or multi-entity business environments a plus.

Core Skills

• Exceptional organizational, time-management, and multitasking capabilities.
• Strong written and verbal communication skills; ability to represent the organization with professionalism and clarity.
• High degree of discretion and sound judgment in managing confidential information.
• Ability to work independently with minimal supervision in a remote, fast-paced environment.
• Demonstrated ability to manage competing priorities across multiple business units simultaneously.

Technical Skills

• Proficiency in Google Workspace (Docs, Sheets, Drive, Calendar, Meet) and Microsoft Office Suite.
• Experience with Monday.com or similar project management platforms.
• Familiarity with CRMs, design tools, and operational software.
• Experience with Workable or similar HR/recruiting platforms preferred.

Preferred Qualifications

• Bilingual in English and Spanish to support diverse staff and community populations.
• Familiarity with healthcare operations, social services, or community-based programs.
• Experience supporting multi-location or multi-entity organizations.

Benefits

Compensation & Benefits

• Hourly Rate: $25–$32 per hour (commensurate with experience and qualifications)
• Benefits: Comprehensive medical, dental, vision, life, and EAP coverage
• Time Off: PTO and paid holidays
• Travel: Reimbursement for approved statewide and national travel