Job Description
Department: Personal & 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 both 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.
Personal & Household Support
- Coordinate personal errands—shopping, appointments, and household management—to ensure balance and efficiency.
- Oversee pet care: feeding, walks, vet/grooming appointments, and related scheduling.
- Handle sensitive financial transactions and bill payments securely.
- Maintain organization and cleanliness in home office and living spaces.
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 research and gather vendor information for PHG, Olive Branch Eatery, ParkWest Solutions, and other ventures.
- Assist in developing requests for proposals (RFPs) and evaluating vendor proposals.
- 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, 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 touchpoints.
Qualifications
Education & Experience
- Bachelor’s degree in Business Administration or a related field preferred.
- 2–3 years of experience as a Personal or 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.
Job Type: Full-time
Pay: $69,000.00 - $74,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance
Work Location: Hybrid remote in San Marcos, CA 92078
