Admin Assistant

Southwest Womens Oncology/Optimum•Albuquerque, NM

7d•Onsite

About The Position

Behind every high-performing leader is someone who makes sure things don't fall through the cracks. Calendars coordinated. Meetings prepared. Action items tracked. Documents organized. Communications handled. The details that allow leaders to focus on what only they can do-this role owns those details. At Optimum and Southwest Women's Oncology, the Administrative Assistant supports the Chief of Staff and Practice Administrator with the operational precision and proactive follow-through that a fast-moving, multi-entity platform demands. This is not a passive support role. It is a high-trust, high-ownership position for someone who anticipates needs before they become problems and takes pride in keeping everything running smoothly. We hire for attitude and aptitude above all else. Credentials matter, but who you are and how you grow matter more. Southwest Women's Oncology (SWWO) is New Mexico's leading gynecologic oncology practice, delivering advanced cancer care with skill, courage, and compassion. Optimum Human and Optimum Infusion extend that mission into performance medicine, infusion services, longevity, recovery, hormone optimization, medical weight loss, peptide therapies, hyperbaric medicine, aesthetics, and human performance. Together, we operate as a single integrated platform committed to one mission: To deliver new possibilities in medical care, human performance, and health by uniting passion, knowledge, and skill. The Administrative Assistant provides direct support to the Chief of Staff and Practice Administrator-managing calendars, coordinating meetings and events, preparing materials, tracking projects, and handling the day-to-day administrative operations that keep leadership and the broader team running efficiently.

Requirements

5+ years of administrative or office support experience.
Strong organizational and time management skills with the ability to manage multiple tasks and shifting priorities simultaneously.
Excellent written and verbal communication skills and professional discretion when handling confidential information.
High proficiency in Google Suite and project management tools such as Asana or Notion.
Experience coordinating meetings, calendars, and administrative workflows across multiple leaders.
High attention to detail and consistent follow-through without prompting.

Nice To Haves

Experience in a healthcare, wellness, or medical office environment.
Familiarity with outpatient clinic or specialty practice administrative operations.

Responsibilities

Provide direct administrative support to the Chief of Staff and Practice Administrator.
Manage calendars, schedule meetings, and coordinate internal and external appointments.
Prepare meeting agendas, take notes when required, and track action items through to completion.
Support document preparation including reports, presentations, and internal communications.
Assist with coordinating daily administrative activities across departments.
Maintain organized digital and physical files, records, and documentation.
Manage incoming communications including phone calls, emails, and correspondence.
Support preparation and organization of internal documents, policies, and operational materials.
Coordinate logistics for leadership meetings, team meetings, and internal events.
Prepare materials, presentations, and meeting documentation in advance.
Track follow-up actions and ensure timely completion of assigned tasks.
Assist leadership with tracking operational projects, deadlines, and open items.
Maintain spreadsheets, trackers, and documentation used to monitor projects and workflows.
Help maintain organized documentation related to vendors, contracts, and administrative processes.
Provide general office support that ensures the smooth day-to-day functioning of the clinic and wellness center.