Executive Assistant Jobs in San Diego, CA

About The Position

Requirements

• Bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred.
• 3–5 years of progressive experience in an administrative, executive assistant, or operations support role.
• Prior experience supporting C-suite or senior leadership strongly preferred.
• Experience in healthcare, nonprofit, or multi-entity business environments a plus.
• Exceptional organizational, time-management, and multitasking capabilities.
• Strong written and verbal communication skills; ability to represent the organization with professionalism and clarity.
• High degree of discretion and sound judgment in managing confidential information.
• Ability to work independently with minimal supervision in a remote, fast-paced environment.
• Demonstrated ability to manage competing priorities across multiple business units simultaneously.
• Proficiency in Google Workspace (Docs, Sheets, Drive, Calendar, Meet) and Microsoft Office Suite.
• Experience with Monday.com or similar project management platforms.
• Familiarity with CRMs, design tools, and operational software.
• Experience with Workable or similar HR/recruiting platforms preferred.

Nice To Haves

• Bilingual in English and Spanish to support diverse staff and community populations.
• Familiarity with healthcare operations, social services, or community-based programs.
• Experience supporting multi-location or multi-entity organizations.

Responsibilities

• Manage the President & CEO's daily calendar, scheduling, appointments, and coordination across all PHG entities and affiliates.
• Draft, edit, and prepare correspondence, briefing documents, memos, reports, and executive communications.
• Screen and prioritize communications on behalf of the CEO; serve as a professional point of contact for internal teams, external partners, vendors, and stakeholders.
• Track tasks, action items, and follow-ups across multiple business lines to ensure timely completion of leadership priorities.
• Handle all sensitive and confidential information with the highest level of discretion, integrity, and professionalism.
• Coordinate and support meetings, site visits, and executive engagements across all PHG business units and affiliate locations.
• Prepare agendas, materials, and briefing packages; take meeting notes and manage action item follow-through.
• Support logistics for internal meetings, leadership offsites, community events, and business functions across all operating entities.
• Assist with planning, coordination, and execution of conferences, expansion-related meetings, and national or statewide initiatives.
• Provide administrative support across Pacific Health Group and all affiliated companies, including Olive Branch Eatery, ParkWest Solutions, and any future entities built out or acquired.
• Act as a communication bridge between the CEO's office, remote teams, and all operating locations — ensuring efficient workflows, timely updates, and cross-location alignment.
• Support coordination between departments and business units; assist department managers with ongoing tasks and cross-functional priorities as directed.
• Serve as a professional representative of PHG and its affiliates in all interactions with staff, visitors, vendors, partners, and community stakeholders.
• Perform accurate data entry; maintain and update company databases, tracking systems, and internal platforms across business units.
• Organize and manage electronic files in compliance with company standards, ensuring secure storage and easy retrieval.
• Prepare reports, spreadsheets, and presentations to support leadership decision-making and operational oversight.
• Assist with collection, processing, and tracking of checks, invoices, and basic billing and financial support tasks.
• Support general office operations across PHG locations — including mail handling, supply ordering, and vendor coordination — in coordination with on-site teams.
• Maintain organized, efficient systems for physical and digital records across home office, remote, and on-site environments.
• Support procurement activities, basic research, and vendor relationship management as needed.
• Perform additional duties as assigned in support of organizational and executive priorities.
• Travel statewide and nationally to support the CEO and PHG operations, including business expansion activities, executive meetings, conferences, and strategic initiatives.
• Provide on-the-ground logistical support during travel: materials coordination, scheduling adjustments, and real-time operational execution.
• Availability for in-person support at the CEO's home office on a hybrid basis as needed.

Benefits

• Comprehensive medical, dental, vision, life, and EAP coverage
• PTO and paid holidays
• Reimbursement for approved statewide and national travel