Administrative Assistant Senior: Administration

Primary Duties and Responsibilities

The Sr Administrative Assistant will serve as the first point of contact, both in person and for incoming calls to the department. This person will provide administrative support, playing an important role in the overall success of the department. Responsibilities include answering telephone calls and assisting callers, coordinating appointments. Monitor and/or order office supplies as needed as well as keeping supplies organized. Scheduling equipment repair and service. May distribute mail and process incoming/outgoing mail. Schedules various room reservations for meetings and maintains room calendars as requested. Assists in the development of policies and procedures and departmental forms. Maintains up to date unit specific data, logs, and runs reports for management. May support ongoing Programs or special Projects. Acts as Hoag Ambassador to patients, visitors, staff, physicians, vendors and the community. Performs other duties as assigned.

Responsibilities

• Office Operations & Budget Management: Manage daily operations, office budgets, and office supply purchasing.
• Facilities & Property Management: Assist with coordinating maintenance requests, communicating with property management, and supporting office improvements as needed.
• Office Hospitality & Employee Experience: Maintain welcoming, organized offices and support seamless onboarding, ensuring employees, donors, board members, and partners feel welcomed and supported.
• Space Planning & Office Projects: Support office moves, furniture reconfiguration, space planning, and off-site storage coordination as needed.
• Process Improvement: Identify opportunities to streamline operations, anticipate needs, and proactively resolve challenges

Qualifications

Education and Experience

• High School Graduate or equivalent
• Working knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, plus healthcare database systems
• Bachelor’s degree in healthcare-related field preferred
• Minimum 2- 4 years' experience required.
• Three (3) years’ administrative support experience in a corporate environment preferred

License Required:

N/A

License Preferred:

N/A

Certifications Required:

N/A

Hoag Memorial Hospital Presbyterian is a nonprofit regional health care delivery network in Orange County, California, consisting of three acute-care hospitals with sixteen urgent care centers, eleven health centers and a network of more than1,800 physicians, 100 allied health members, 8,000 employees, and 2,000 volunteers. More than 30,000 inpatients and 550,000 outpatients choose Hoag each year.

For over 70 years, Hoag has delivered a level of personalized care that is unsurpassed among Orange County’s health care providers. Since 1952, Hoag has served the local communities and continues its mission to provide the highest quality health care services through the core strategies of quality and service, people, physician partnerships, strategic growth, financial stewardship, community benefit and philanthropy.

Hoag offers a comprehensive blend of health care services including six institutes providing specialized care in the areas of cancer, heart and vascular, neurosciences, women's health, orthopedics, and digestive health through our institutes.

Hoag was the highest ranked hospital in Orange County in the 2024-2025 U.S. News &World Report, the only Orange County hospital ranked in the top 10 for California. The organization was ranked the #5 hospital in the Los Angeles Metro Area and the #10 hospital in California.

To learn more about Hoag’s awards and accreditations, visit:

Hoag is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Hoag is committed to the principle of equal employment opportunity for all employees and providing employees with a work environment free of discrimination and harassment. Hoag hires a diverse group of people in a manner that allows them to reach their full potential in the pursuit of organizational objectives.