Executive Assistant/Office Manager

Executive Assistant / Office Manager

Location: Monterey, CA (Onsite)

Pay: $35-$50/hour DOE

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

Benefits: Medical, Dental, Vision, HSA, 401(k), PTO

About the Role

Ultimate Staffing is seeking an experienced Executive Assistant / Office Manager to support the President & Founder/Chief Medical Officer of a growing physician-led healthcare organization serving Skilled Nursing Facilities throughout Northern and Central California.

This is a highly visible role responsible for executive support, office operations, and HR administration. The ideal candidate is organized, proactive, detail-oriented, and comfortable managing confidential information.

Responsibilities

Executive Support

• Manage executive calendars, meetings, and scheduling priorities
• Prepare presentations, reports, and meeting materials
• Draft, edit, and proofread correspondence and business documents
• Track deadlines, action items, and follow-up activities
• Handle sensitive and confidential information with discretion

Office Management

• Serve as the primary onsite office contact
• Manage mail, phone calls, office supplies, and vendor coordination
• Maintain organized files, shared drives, and administrative systems
• Coordinate schedules and support cross-functional teams
• Assist with onboarding logistics and workflow management
• Identify opportunities to improve office processes
• Ensure compliance with HIPAA administrative practices

HR Administration

• Coordinate new hire onboarding and documentation
• Complete I-9 verification and E-Verify processing
• Track licenses, credentialing, insurance, and compliance records
• Maintain employee files and policy documentation
• Support HR scheduling, communications, and reporting
• Perform accurate data entry and digital record maintenance

Qualifications

• Experience in executive support, office management, or HR administration
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Professional judgment and discretion with confidential information
• Proficient with Microsoft 365, including Outlook, Teams, Word, and Excel
• Ability to pass a background check and maintain HIPAA standards

Preferred Qualifications

• Healthcare administration experience
• Experience supporting physicians or healthcare executives
• Knowledge of credentialing, medical terminology, or EMR systems
• Bachelor's degree or equivalent professional experience

Why Join?

• Competitive pay up to $50/hour DOE
• Comprehensive benefits package
• Stable Monday-Friday schedule
• High-impact role supporting executive leadership
• Opportunity to grow within a respected healthcare organization

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.