Administrative Assistant (Temporary)
About The Position
The Administrative Assistant provides organizational and administrative support to the C-suite, executive leadership, department management teams, support staff, and the Board of Directors. The role helps leaders stay focused on strategic priorities by anticipating needs, maintaining communication, and streamlining day-to-day processes in a fast-paced environment. Responsibilities span front-office coverage and communications; executive and Board support; meeting, travel, and event coordination; processing financial documentation and records requests; and maintaining office supplies and equipment. The position is an on-site, three-month temporary assignment in Escondido, California, estimated to end January 29, 2027. The full-time schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with a one-hour lunch. Pay is $22–$32 per hour, depending on experience and qualifications.
Requirements
- High school diploma or GED.
- At least 2 years of office experience.
- Excellent verbal and written communication, composition, typing, and proofreading skills.
- Proficiency in Microsoft Office, including Word, Excel, and PowerPoint.
- Strong organizational skills and ability to multitask and prioritize in a fast-paced environment.
- A high level of discretion when handling sensitive and confidential information.
- Ability to interpret instructions in written, verbal, diagram, or schedule form.
- Ability to work independently and as part of a team.
- Ability to lift and carry up to 20 lbs.
- Ability to stand for extended periods.
Nice To Haves
- Prior experience as an Administrative Assistant or in a similar role.
- Experience in a healthcare setting.
Responsibilities
- Greet and direct visitors and staff.
- Answer incoming calls promptly and professionally.
- Open, date-stamp, and distribute incoming mail; prepare outgoing mail and add postage.
- Provide administrative support to leadership, support staff, and the Board of Directors.
- Help leadership organize monthly Board meetings, the annual Board Retreat, and Board trainings.
- Coordinate travel arrangements for leadership and managers.
- Schedule and manage conference room reservations.
- Arrange catering for meetings as requested.
- Set up, organize, and clean up meetings, trainings, and events.
- Submit corporate credit card receipts and invoices through finance software.
- Monitor and reconcile credit card purchases.
- Receive and process subpoenas and other records requests.
- Track office supply inventory and reorder as needed.
- Maintain office equipment and place service calls when needed.
- Report computer, phone, and facility issues through the ticketing system.
- Follow safety procedures, stay current on safe-work policies, use proper body mechanics, and report injuries or unsafe conditions.
- Follow infection control procedures, including blood-borne pathogen protocols.
- Protect patient, employee, and volunteer information and access it only on a need-to-know basis.
- Comply with corporate integrity and security obligations and report unethical, fraudulent, or unlawful behavior or activity.
- Perform other related duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
