Executive Administrative Assistant

Pacific Health Group•San Diego, CA

7d•$26 - $32•Hybrid

About The Position

The Executive Administrative Assistant is responsible for end-to-end administrative, logistical, and operational support for the President & CEO across all Pacific Health Group entities and ventures. This role is designed to protect executive focus while ensuring administrative continuity, operational follow-through, and organizational excellence across multiple businesses. This is a hands-on, high-responsibility role requiring frequent in-person support, mobility across San Diego County, and the ability to manage complex workflows independently.

Requirements

5+ years of experience supporting senior executives, founders, or principals
Demonstrated ability to manage multi-entity administrative operations
Exceptional organizational, time-management, and prioritization skills
Strong written and verbal communication abilities
High level of discretion, reliability, and professional judgment
Valid driver’s license and ability to travel throughout San Diego County

Nice To Haves

Experience supporting CEOs in healthcare or regulated industries
Prior experience supporting multiple businesses or ventures simultaneously
Strong operational mindset with attention to detail
Comfort working in fast-paced, high-accountability environments

Responsibilities

Manage, optimize, and protect the CEO’s calendar, scheduling, and daily priorities
Anticipate scheduling conflicts and proactively resolve them
Prepare daily and weekly agendas aligned with executive priorities
Act as a gatekeeper to minimize distractions and interruptions
Track action items, deadlines, and follow-ups across all meetings and commitments
Handle bank deposits for Pacific Health Group and affiliated entities
Reconcile paperwork, receipts, and basic financial documentation
Track expenses and assist with administrative financial organization
Manage filing, documentation, and record retention (digital and physical)
Prepare documents for executive review, approval, and signature
Oversee and manage administrative workflows for all businesses and ventures under the Pacific Health Group umbrella
Provide administrative support for subsidiary entities, including but not limited to: Olive Branch Eatery Parkwest Creative Solutions
Ensure consistency, organization, and follow-through across entities
Coordinate administrative needs between leadership and on-site teams
Monitor, triage, and manage executive email inbox
Flag priority communications and draft responses when appropriate
Manage phone calls, voicemails, and inbound requests
Ensure timely follow-up on correspondence and commitments
Maintain strict confidentiality and discretion at all times
Coordinate all executive travel arrangements, itineraries, and accommodations
Travel frequently across San Diego County to support operational needs
Make regular in-person visits to Pacific Health Group locations and subsidiary entities
Support logistics for meetings, site visits, offsites, and executive engagements
Run executive and company-related errands as required
Deliver and retrieve documents, deposits, supplies, or materials
Serve as an operational extension of the CEO for time-sensitive tasks
Ensure tasks are completed accurately and on schedule
Create, maintain, and improve administrative systems and workflows
Identify inefficiencies and recommend improvements proactively
Ensure no tasks, deadlines, or commitments fall through the cracks
Maintain structured systems for reminders, task tracking, and documentation

Benefits

160 Hours of Paid Time Off (PTO)
12 Paid Holidays per year, including your birthday and one floating holiday after 1 year of employment
4 Paid Volunteer Hours per Month to support causes you care about
Bereavement Leave, including Fur Baby Bereavement
90% Employer-paid Employee-Only Medical Benefits
Flexible Spending Account (FSA)
Short-Term & Long-Term Disability | AD&D
Employee Assistance Program (EAP)
401(k) with Company Match
Monthly Stipend
Opportunities for professional development and internal growth
Employee Discounts via Great Work Perks and Perks at Work
Quarterly In-Person Events