Administrative Assistant (Temporary)
Location: San Marcos, CA 92025 (On-site)
Schedule: Full-time, Monday–Friday, 8:00 a.m.–5:00 p.m. (one-hour lunch)
Duration: 3-month assignment, estimated end date January 29, 2027
Pay: $22–$32/hour DOE and qualifications
The Role
As our Administrative Assistant, you’ll be the organizational backbone for our C-suite, executive leadership, and department management teams. You’ll anticipate needs, keep communication flowing, and streamline day-to-day processes so leaders can stay focused on strategic priorities. This is a fast-paced role for someone who thrives on variety and takes pride in keeping things running smoothly.
What You’ll Do
Front office and communications
Greet and direct visitors and staff
Answer incoming calls promptly and professionally
Open, date-stamp, and distribute incoming mail; prepare and add postage to outgoing mail
Executive and Board support
Provide administrative support to leadership, support staff, and the Board of Directors
Help leadership organize monthly Board meetings, the annual Board Retreat, and Board trainings
Coordinate travel arrangements for leadership and managers
Schedule and manage conference room reservations
Meetings and events
Arrange catering for meetings as requested
Set up, organize, and clean up meetings, trainings, and events
Finance and records
Submit corporate credit card receipts and invoices through finance software
Monitor and reconcile credit card purchases
Receive and process subpoenas and other records requests
Office operations
Track office supply inventory and reorder as needed
Maintain office equipment and place service calls when needed
Report computer, phone, and facility issues through the ticketing system
Other related duties as assigned
What You Bring
Required
High school diploma or GED
2+ years of office experience
Preferred
Prior experience as an Administrative Assistant or in a similar role
Experience in a healthcare setting
Skills and abilities
Excellent verbal and written communication, with strong composition, typing, and proofreading skills
Proficiency in Microsoft Office (Word, Excel, PowerPoint)
Strong organizational skills and the ability to multitask and prioritize in a fast-paced environment
A high level of discretion when handling sensitive and confidential information
Ability to interpret instructions in written, verbal, diagram, or schedule form
Comfortable working independently and as part of a team
Physical Requirements
Ability to lift and carry up to 20 lbs
Ability to stand for extended periods
Safety and Compliance (including HIPAA)
Follow all safety procedures outlined in the organization’s Illness and Injury Prevention Plan (IIPP) and immediately report injuries or unsafe conditions
Stay current on policies and procedures related to safe work practices
Use proper body mechanics to help maintain an injury-free workplace
Know the location of the nearest fire extinguisher and emergency exits
Follow all infection control procedures, including blood-borne pathogen protocols
Protect the privacy of patient, employee, and volunteer information, accessing it only on a need-to-know basis
Comply with all corporate integrity and security obligations
Report any unethical, fraudulent, or unlawful behavior or activity
Compensation
The pay range of $22–$32/hour reflects the full pay grade for this position. Final compensation is based on factors including knowledge, skills, and experience, market data, internal equity, and budget considerations. Placement within the range isn’t guaranteed, and the full range may not be used.