Executive Assistant to C-Suite

Department: Executive Assistant to C-Suite
Location: Hybrid (San Marcos, CA) — candidate must reside within the county of San Diego, 20-30 minutes from Del Mar, CA, Carmel Mountain, CA, or Poway, CA
Reports To: President & CEO, Pacific Health Group

Introductory Statement
At Pacific Health Group (PHG), we are at the forefront of revolutionizing healthcare by addressing social determinants of health and coordinating comprehensive community-based services. In addition to PHG, our President & CEO oversees Olive Branch Eatery, ParkWest Solutions, and various personal ventures. As the Personal & Executive Assistant, you will play a pivotal role in supporting this broad portfolio of organizations and endeavors. If you are passionate about making an impact, thrive in a fast-paced, hybrid work environment, career growth, and excel at providing high-level administrative and personal support, we encourage you to apply.

Role Overview
The Personal & Executive Assistant will deliver seamless, proactive support to the President & CEO across all business activities and personal commitments. You will manage complex schedules, coordinate operations for multiple ventures, and handle personal tasks with discretion. A successful candidate is resourceful, tech-savvy, detail-oriented, and comfortable managing pet care and household tasks alongside executive responsibilities.

Core Responsibilities
Executive Support & Administration

• Manage complex, multi-organization calendars (PHG, Olive Branch Eatery, ParkWest Solutions, and others), coordinating across time zones and resolving conflicts.
• Arrange all business travel: flights, accommodations, ground transportation, and travel itineraries for professional and personal trips.
• Draft, proofread, and format correspondence, presentations, and reports for internal and external stakeholders.
• Serve as the primary point of contact for the executive office, screening calls and emails, and prioritizing communications.
• Maintain confidential information with the utmost discretion.

Meeting & Event Coordination

• Plan, organize, and execute meetings and company events from start to finish.
• Prepare agendas, materials, and follow-up action items for multi-company board meetings and team offsites.
• Support ad hoc projects and initiatives led by the broader Executive Team as needed.

Procurement & Market Research

• Conduct market and vendor research for PHG, Olive Branch Eatery, ParkWest Solutions, and other ventures.
• Assist in developing requests for proposals (RFPs) and evaluating proposals, LOI's, Contracting, grants, and other inquiries.
• Build and maintain relationships with key service providers and stakeholders.

Office & Project Management

• Maintain organized, efficient work environments across home and office settings.
• Anticipate executive needs and address potential issues before they arise.
• Manage multiple concurrent projects—tracking deadlines, deliverables, and budgets.
• Utilize technology platforms (Google Workspace, Monday.com, SalesaMate, and others) to streamline workflows.
• Other Core Responsibilities to be addressed

Responsibilities

• Act as the primary liaison between the President & CEO and all business ventures (Pacific Health Group, Olive Branch Eatery, ParkWest Solutions, and others), ensuring seamless communication and execution of initiatives.
• Coordinate and participate in all-staff and executive team meetings: setting agendas, facilitating logistics, documenting minutes, and tracking follow-up actions.
• Engage directly with department heads and project teams to monitor progress, provide updates to the CEO, and escalate issues as needed.
• Manage internal communications, distributing key information, memos, and announcements across all organizations under the President's purview.
• Collaborate with HR and operations teams to onboard new hires and support ongoing staff development and engagement activities.
• Oversee and streamline workflows across multiple ventures, identifying opportunities for efficiency and process improvement.
• Other Responsibilities to be addressed

Travel & Executive Engagement

• Undertake extensive local travel to Pacific Health Group sites, Olive Branch Eatery, ParkWest Solutions locations, and partner facilities for site visits, vendor meetings, and community outreach events.
• Accompany the President & CEO to external meetings, conferences, board engagements, and networking events, managing all logistics, itineraries, and follow‑up communications.
• Prepare and coordinate contracting agendas, briefing books, presentations, and meeting materials tailored for external stakeholders and partnership discussions.
• Facilitate strategic relationship building by arranging introductions, maintaining stakeholder contact databases, and ensuring timely communication touch points.
• Filing and data entree, check deposits, organizational tasks
• Other Responsibilities to be addressed

Qualifications

Education & Experience

• Bachelor’s degree in Business Administration or a related field preferred.
• 3-5 years of experience as an Executive Assistant supporting C-level leadership.
• Demonstrated ability to juggle executive and personal tasks with precision and diplomacy.

Knowledge & Skills

• Exceptional organizational, time-management, and multitasking capabilities.
• Superior written and verbal communication skills.
• Proficiency in Google Workspace, Microsoft Office, Monday.com, and adaptability to new tools.
• Strong research and analytical abilities.
• High level of discretion and trustworthiness handling sensitive information.

Other Requirements

• Must be comfortable with pets and household responsibilities.
• Reliable transportation and flexibility to work occasional evenings, nights, and weekends.
• Located within a 20–30 minute commute of San Marcos, CA.

Compensation and Benefits

• Salary Range: $69,000–$74,000 annually
• Benefits: 401(k), health/dental/vision insurance, life insurance, paid time off
• Additional: Mileage reimbursement at the IRS standard rate

Join Us!
If you are enthusiastic about supporting innovative healthcare, hospitality, and consulting ventures, and you thrive in a dynamic hybrid role, we want to hear from you. As our Personal & Executive Assistant, your contributions will be critical in enabling the President & CEO to lead transformative work across multiple organizations and personal projects.

Equal Opportunity Employer
Pacific Health Group is an Equal Opportunity Employer. We are committed to creating an inclusive and equitable workplace where all individuals are treated with dignity and respect. All qualified applicants will receive consideration for employment without regard to race, color, religion or creed, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), gender, gender identity or gender expression, sexual orientation, national origin or ancestry, citizenship status, physical or mental disability, medical condition (including cancer and genetic characteristics), age (40 and over), marital status, military or veteran status, genetic information, or status as a victim of domestic violence, assault, or stalking. We value diversity in all forms and encourage individuals from historically underrepresented communities to apply.