Administrative Assistant

Southwest Womens Oncology Inc•Albuquerque, NM

36d•Onsite

About The Position

The Administrative Assistant provides direct support to the Chief of Staff and Practice Administrator at Optimum Human and Southwest Women's Oncology in Albuquerque, New Mexico. This high-trust, high-ownership role supports a fast-moving, multi-entity healthcare and wellness platform by managing calendars, coordinating meetings and events, preparing materials, tracking projects and action items, and handling day-to-day administrative operations. The position works with the Executive Assistant, COO, Practice Administrator, department managers, clinical leadership, vendors, external partners, and internal teams. The role calls for proactive follow-through, precise organization, and clear, professional communication. The Administrative Assistant provides executive and general administrative support; organizes digital and physical files, records, and documentation; manages incoming communications; coordinates meeting logistics and materials; and maintains project trackers, spreadsheets, and documentation related to workflows, vendors, contracts, and administrative processes. The position also provides general office support to help ensure the smooth operation of the clinic and wellness center. Optimum Human, Optimum Infusion, and Southwest Women's Oncology operate as an integrated platform focused on medical care, human performance, and health. Southwest Women's Oncology provides gynecologic oncology care, while the broader platform includes services such as infusion, longevity, recovery, hormone optimization, medical weight loss, peptide therapies, hyperbaric medicine, aesthetics, and human performance.

Requirements

At least 5 years of administrative or office support experience.
Strong organizational and time-management skills, including the ability to manage multiple tasks and shifting priorities simultaneously.
Excellent written and verbal communication skills.
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 completion.
Prepare reports, presentations, internal communications, and other documents.
Assist with coordinating daily administrative activities across departments.
Maintain organized digital and physical files, records, and documentation.
Manage incoming phone calls, emails, and other correspondence.
Support preparation and organization of internal documents, policies, and operational materials.
Coordinate logistics for leadership meetings, team meetings, and internal events.
Prepare meeting materials, presentations, and documentation in advance.
Track follow-up actions and ensure assigned tasks are completed on time.
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 for the day-to-day functioning of the clinic and wellness center.
Coordinate with executive support colleagues, department managers, clinical leadership, vendors, external partners, and internal teams on administrative needs and logistics.