Administrative Assistant

Job Description

Job Description

 

Administrative Assistant

Optimum Human + Southwest Women's Oncology | Albuquerque, New Mexico

Why This Role Matters

Behind every high-performing leader is someone who makes sure things don't fall through the cracks.

Calendars coordinated. Meetings prepared. Action items tracked. Documents organized. Communications handled. The details that allow leaders to focus on what only they can do-this role owns those details.

At Optimum and Southwest Women's Oncology, the Administrative Assistant supports the Chief of Staff and Practice Administrator with the operational precision and proactive follow-through that a fast-moving, multi-entity platform demands. This is not a passive support role. It is a high-trust, high-ownership position for someone who anticipates needs before they become problems and takes pride in keeping everything running smoothly. We hire for attitude and aptitude above all else. Credentials matter, but who you are and how you grow matter more.

Who We Are

Southwest Women's Oncology (SWWO) is New Mexico's leading gynecologic oncology practice, delivering advanced cancer care with skill, courage, and compassion. Optimum Human and Optimum Infusion extend that mission into performance medicine, infusion services, longevity, recovery, hormone optimization, medical weight loss, peptide therapies, hyperbaric medicine, aesthetics, and human performance. Together, we operate as a single integrated platform committed to one mission:

To deliver new possibilities in medical care, human performance, and health by uniting passion, knowledge, and skill.

The Opportunity

The Administrative Assistant provides direct support to the Chief of Staff and Practice Administrator-managing calendars, coordinating meetings and events, preparing materials, tracking projects, and handling the day-to-day administrative operations that keep leadership and the broader team running efficiently.

You will work closely with:

• The Executive Assistant, COO, and Practice Administrator on executive support, scheduling, and priority project coordination
• Department managers and clinical leadership on cross-functional administrative needs and meeting logistics
• Vendors, external partners, and internal teams on correspondence, documentation, and coordination

You bring order to busy environments, manage details with precision, and communicate with clarity and professionalism-because leaders and teams depend on it.

What You'll Own

Executive & Administrative Support

• 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 to completion.
• Support document preparation including reports, presentations, and internal communications.

Office Coordination & Administrative Operations

• Assist with coordinating daily administrative activities across departments.
• Maintain organized digital and physical files, records, and documentation.
• Manage incoming communications including phone calls, emails, and correspondence.
• Support preparation and organization of internal documents, policies, and operational materials.

Meeting & Event Coordination

• Coordinate logistics for leadership meetings, team meetings, and internal events.
• Prepare materials, presentations, and meeting documentation in advance.
• Track follow-up actions and ensure timely completion of assigned tasks.

Project & Operational Support

• 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 that ensures the smooth day-to-day functioning of the clinic and wellness center.

What Success Looks Like

First 90 Days

• Fully onboarded to systems, workflows, and the administrative cadence of the Chief of Staff and Practice Administrator.
• Calendars, meeting prep, and action item tracking running smoothly and proactively.
• Strong working relationships established across leadership, clinical, and administrative teams.

First 6 Months

• Recognized as a reliable, anticipatory administrative resource by the leaders you support.
• Contributing operational organization and follow-through that reduces friction for the whole team.

First Year

• Viewed as an indispensable operational partner to leadership.
• Consistently embodying the Optimum Standard.

Who Thrives Here

We want people who bring relentless positivity, a hunger to learn, and the drive to elevate everyone around them. You will likely thrive if:

• You take ownership rather than waiting for direction.
• You believe details matter.
• You enjoy solving problems and seek continuous improvement.
• You care deeply about patients and their families.
• You value teamwork and accountability equally.
• You're coachable, curious, and committed to mastery.

What You Bring

Required

• 5+ years of administrative or office support experience.
• Strong organizational and time management skills with the ability to manage multiple tasks and shifting priorities simultaneously.
• Excellent written and verbal communication skills and 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.

Preferred

• Experience in a healthcare, wellness, or medical office environment.
• Familiarity with outpatient clinic or specialty practice administrative operations.

Our Culture

We act with courage and embrace accountability.

We serve with precision and hold ourselves to impeccable standards-then raise them.

We reject mediocrity and the comfort of "good enough."

We measure success not only by outcomes, but by the integrity, excellence, and humanity we bring to every interaction.

Way Better. Extraordinary by Design.

If you crave mastery, meaning, and measurable impact-welcome home.

Compensation & Benefits

• Competitive salary
• Health benefits
• 401(k)
• Paid time off
• Professional development and continuing education support
• Opportunity to grow within the Optimum Platform

This is a full-time, on-site position at our Albuquerque, New Mexico office.