Administrative Assistant Senior: Administration

Hoag•Newport Beach, CA

About The Position

The Senior Administrative Assistant serves as the department’s first point of contact for in-person visitors and incoming calls and provides administrative support that contributes to the department’s overall success. The role supports daily office operations, including managing office supplies, scheduling equipment repairs and service, handling mail, coordinating room reservations, and maintaining room calendars. It also helps develop policies, procedures, and departmental forms; maintains unit-specific data and logs; and prepares management reports. The position may support ongoing programs or special projects and acts as a Hoag Ambassador to patients, visitors, staff, physicians, vendors, and the community. Additional responsibilities include managing office operations and budgets, coordinating facilities and maintenance requests, supporting office improvements and employee onboarding, maintaining a welcoming and organized office environment, assisting with office moves and space planning, and identifying opportunities to streamline operations and proactively resolve challenges. Hoag Memorial Hospital Presbyterian is a nonprofit regional health care delivery network in Orange County, California. Hoag describes its mission as providing the highest-quality health care services and is an Equal Opportunity Employer committed to a workplace free of discrimination and harassment.

Requirements

High school graduate or equivalent.
Working knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and healthcare database systems.
Minimum 2–4 years of experience required.

Nice To Haves

Bachelor’s degree in a healthcare-related field preferred.
Three years of administrative support experience in a corporate environment preferred.

Responsibilities

Serve as the first point of contact for in-person visitors and incoming departmental calls; answer calls and assist callers.
Coordinate appointments.
Monitor and order office supplies as needed and keep supplies organized.
Schedule equipment repairs and service.
Distribute mail as needed and process incoming and outgoing mail.
Schedule room reservations for meetings and maintain room calendars as requested.
Assist in developing policies, procedures, and departmental forms.
Maintain current unit-specific data and logs and run reports for management.
Support ongoing programs or special projects as needed.
Act as a Hoag Ambassador to patients, visitors, staff, physicians, vendors, and the community.
Manage daily office operations, office budgets, and office supply purchasing.
Coordinate maintenance requests, communicate with property management, and support office improvements as needed.
Maintain welcoming, organized offices and support seamless onboarding for employees; help ensure employees, donors, board members, and partners feel welcomed and supported.
Support office moves, furniture reconfiguration, space planning, and off-site storage coordination as needed.
Identify opportunities to streamline operations, anticipate needs, and proactively resolve challenges.
Perform other duties as assigned.