Administrative Assistant

Administrative Assistant

Pacific Health Group is a mission-driven healthcare organization dedicated to improving health outcomes through coordinated, community-based services. Our team works collaboratively to support members, employees, healthcare partners, and the communities we serve. We are seeking a dependable, organized, and professional Administrative Assistant to provide day-to-day administrative and front-office support at our office location.

The Administrative Assistant is responsible for supporting the daily administrative operations of the Pacific Health Group office and serving as a professional first point of contact for employees, visitors, vendors, and other individuals interacting with the organization. This is a fully on-site position requiring consistent attendance and presence at the assigned office location during scheduled working hours. The position supports general office operations, reception, correspondence, scheduling, document organization, supply management, and administrative needs across the organization.

The ideal candidate is highly organized, dependable, professional, detail-oriented, and comfortable independently managing routine office responsibilities.

Core Areas of Responsibility

• Reception & Front Office Support
• 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.
• General Administrative Support
• 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.
• Office Operations
• 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.
• Scheduling & Coordination
• 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.
• Documentation & Record Management
• 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…