Executive Administrative Assistant

About Pacific Health Group

Pacific Health Group is a mission-driven healthcare organization dedicated to improving health outcomes through coordinated, community-based services. In addition to healthcare operations, Pacific Health Group oversees and operates multiple subsidiary and affiliated entities. We require trusted professionals who can operate across businesses with precision, discretion, and accountability.

Overview

The Executive Administrative Assistant is responsible for end-to-end administrative, logistical, and operational support for the President & CEO across all Pacific Health Group entities and ventures. This role is designed to protect executive focus while ensuring administrative continuity, operational follow-through, and organizational excellence across multiple businesses.

This is a hands-on, high-responsibility role requiring frequent in-person support, mobility across San Diego County, and the ability to manage complex workflows independently.

Core Areas of Responsibility

1. Executive Support & Time Management

• 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

2. Financial & Administrative Oversight

• 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

3. Multi-Entity Administrative Management

• Oversee and manage administrative workflows for all businesses and ventures under the Pacific Health Group umbrella
• Provide administrative support for subsidiary entities, including but not limited to:
• Olive Branch Eatery
• Parkwest Creative Solutions
• Ensure consistency, organization, and follow-through across entities
• Coordinate administrative needs between leadership and on-site teams

4. Communication & Inbox Management

• 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

5. Operations, Logistics & Mobility Support

• 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

6. Errands & On-the-Ground Execution

• 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

7. Organizational Excellence & Process Improvement

• 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

Compensation

Hourly rate: $26-32 per hour (based on experience and qualifications)

Work Location

• Hybrid; In-person and remote with frequent travel
• Candidates should be based in or near Rancho Bernardo, Poway, Rancho Peñasquitos, or Scripps Ranch

Required Qualifications

• 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

Preferred Qualifications

• Experience supporting CEOs in healthcare or regulated industries
• Prior experience supporting multiple businesses or ventures simultaneously
• Strong operational mindset with attention to detail
• Comfort working in fast-paced, high-accountability environments

Time Off & Leave

• 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

Health & Wellness

• 90% Employer-paid Employee-Only Medical Benefits
• Flexible Spending Account (FSA)
• Short-Term & Long-Term Disability | AD&D
• Employee Assistance Program (EAP)

Financial & Professional

• 401(k) with Company Match
• Monthly Stipend
• Opportunities for professional development and internal growth

Culture & Perks

• Employee Discounts via Great Work Perks and Perks at Work
• Quarterly In-Person Events

Equal Opportunity Employer
Pacific Health Group is an Equal Opportunity Employer. We are committed to creating an inclusive and equitable workplace where all individuals are treated with dignity and respect. All qualified applicants will receive consideration for employment without regard to race, color, religion or creed, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), gender, gender identity or gender expression, sexual orientation, national origin or ancestry, citizenship status, physical or mental disability, medical condition (including cancer and genetic characteristics), age (40 and over), marital status, military or veteran status, genetic information, or status as a victim of domestic violence, assault, or stalking. We value diversity in all forms and encourage individuals from historically underrepresented communities to apply.

Job Application & Offer Disclaimer

Pacific Health Group is committed to maintaining a transparent, lawful, and secure hiring process in compliance with California labor laws and employment standards. No candidate will be offered employment without meeting the required qualifications and skillset for the position and successfully completing all steps of our recruitment process, which include:

• Submission of a completed internal application via our HRIS system
• A formal pre-screen with our recruiting team
• Completion of a skills assessment (if applicable to the position)
• Participation in a final interview with hiring leadership
• Receipt of a formal verbal offer from our authorized hiring team

AI & Human Interaction (HI) in Recruitment

Pacific Health Group is committed to fairness, equity, and transparency in our hiring practices. We use AI (Artificial Intelligence) tools to help match candidate resumes against our job descriptions, focusing on qualifications, skillsets, and location.

All resumes that meet these criteria are then reviewed by HI (Human Interaction) — our recruiting and HR team. Pacific Health Group remains true to our Equal Employment Opportunity (EEO) statement, ensuring that every candidate is given fair and consistent consideration.