Job Details

Title: Administrative Assistant

Location: Huntington Park, CA

Schedule: Monday–Friday | 8:00 AM–5:00 PM

Work Type: On-site

About the Role

The Administrative Assistant provides high-level, proactive administrative and operational support to the executive leadership team at the clinic. This role serves as the front-facing presence of the administrative office and is essential to the smooth day-to-day operations of executive and office functions.

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative support to the C-suite executives
• Manage complex scheduling and calendars
• Prepare agendas, take accurate meeting minutes, track action items, and follow up as needed
• Draft correspondence, reports, presentations, and internal communications
• Support executive meetings, including room setup, audiovisual needs, and catering

Office Operations & Front Desk

• Serve as the first point of contact for the administrative office and lobby
• Greet visitors and manage secure access via electronic key card system
• Answer and route incoming calls and manage general inquiries
• Coordinate mail, deliveries, and facility requests
• Order and maintain office and kitchen supplies

Projects & Systems Support

• Maintain and build internal SharePoint pages
• Create and distribute monthly internal staff newsletters using Canva
• Support procurement, purchase orders, reimbursements, and expense tracking
• Liaise with vendors, manage contracts, and track renewals
• Support development activities such as donation processing and mailings

Additional Duties

• Cross-train to support clerical coverage as needed
• Assist with special projects and other duties as assigned

Required Qualifications

• Bachelor's degree (preferred fields: Public Health, Business Administration, or related)
• 4+ years of experience providing high-level administrative support to senior executives
• Experience scheduling for C-suite leadership
• Proven experience preparing meeting minutes and managing action items
• Strong Microsoft Office skills
• Ability to maintain confidentiality and exercise sound judgment
• Excellent organizational, communication, and time-management skills