Admin Assistant

CardioScan • Costa Mesa, CA

14h

About The Position

Are you a proactive, detail-driven Admin Assistant who thrives in a fast-paced environment and wants to play a key role in supporting a global health tech business? About Cardiac Monitoring Services (CMS) Cardiac Monitoring Services (CMS) is a leading cardiac diagnostics provider in the US and part of the global CardioScan group. Based in Newport Beach, CMS partners with hospitals and healthcare networks to deliver fast, accurate cardiac insights that genuinely impact patient outcomes. It’s an exciting time to join as we continue to grow and scale globally. The role Be the front-of-house and operational backbone of the business, ensuring a seamless experience for customers, clinicians and internal teams Manage reception, incoming enquiries and day-to-day office operations with a high level of professionalism and care Coordinate the preparation, shipping and tracking of cardiac devices and equipment across customers and sites Maintain accurate records across systems (e.g. BeatBox, Salesforce, SharePoint), ensuring data integrity and traceability Support internal teams across operations, customer service and projects to keep the business running efficiently Identify and drive improvements to administrative processes to enhance service delivery and reduce friction About You Must haves: Has experience in an administrative, office coordination or customer-facing role Brings strong organisational skills with the ability to manage multiple priorities in a fast-paced environment Has excellent attention to detail, particularly with data entry, tracking and record management Communicates clearly and professionally with both internal teams and external stakeholders Is proactive, hands-on and comfortable working both independently and as part of a team Has strong problem-solving skills and takes ownership of tasks and outcomes Is tech-savvy and confident learning new systems and tools Nice to have: Experience in healthcare, medtech or logistics/operations environments Exposure to CRM or asset management systems (e.g. Salesforce) Experience coordinating shipping, inventory or equipment tracking Experience supporting office culture initiatives, events or team engagement What’s in it for you? A fast-paced, high-growth environment where your role is critical to daily operations and customer experience Exposure to global operations, healthcare systems and cross-functional teams The opportunity to improve processes and shape how administrative support is delivered as we scale A high-trust, team-oriented culture with strong ownership and autonomy Birthday leave, EAP access, employee awards and referral bonuses A business expanding globally - with genuine career development opportunities CardioScan is an equal opportunity employer committed to attracting and retaining a diverse workforce.

Requirements

• Has experience in an administrative, office coordination or customer-facing role
• Brings strong organisational skills with the ability to manage multiple priorities in a fast-paced environment
• Has excellent attention to detail, particularly with data entry, tracking and record management
• Communicates clearly and professionally with both internal teams and external stakeholders
• Is proactive, hands-on and comfortable working both independently and as part of a team
• Has strong problem-solving skills and takes ownership of tasks and outcomes
• Is tech-savvy and confident learning new systems and tools

Nice To Haves

• Experience in healthcare, medtech or logistics/operations environments
• Exposure to CRM or asset management systems (e.g. Salesforce)
• Experience coordinating shipping, inventory or equipment tracking
• Experience supporting office culture initiatives, events or team engagement

Responsibilities

• Be the front-of-house and operational backbone of the business, ensuring a seamless experience for customers, clinicians and internal teams
• Manage reception, incoming enquiries and day-to-day office operations with a high level of professionalism and care
• Coordinate the preparation, shipping and tracking of cardiac devices and equipment across customers and sites
• Maintain accurate records across systems (e.g. BeatBox, Salesforce, SharePoint), ensuring data integrity and traceability
• Support internal teams across operations, customer service and projects to keep the business running efficiently
• Identify and drive improvements to administrative processes to enhance service delivery and reduce friction

Benefits

• A fast-paced, high-growth environment where your role is critical to daily operations and customer experience
• Exposure to global operations, healthcare systems and cross-functional teams
• The opportunity to improve processes and shape how administrative support is delivered as we scale
• A high-trust, team-oriented culture with strong ownership and autonomy
• Birthday leave, EAP access, employee awards and referral bonuses
• A business expanding globally - with genuine career development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees