Administrative Assistant III

Pacific Clinics; Los Angeles (CA); On-site; USD 32,000 - 39,000; Full time

Benefits offered by this job

Benefits eligibility day one

401K employer match up to 4%

Competitive time off plans

Job summary

Pacific Clinics seeks an experienced executive assistant to provide confidential administrative support to senior staff. You will manage complex calendars, prepare reports and presentations, and coordinate travel and events with discretion.

The role requires strong Microsoft Office skills, calm organization, and effective liaison with internal and external partners. Join a team focused on operational excellence and strategic support.

Qualifications

• High School Diploma or GED and six (6) years experience in the field or related area with progressively responsible administrative or executive support activities, including advanced skills with Microsoft applications (especially Word, Excel, PowerPoint, and Visio).

Responsibilities

• Provides high-level administrative support to executives or senior management.
• Manages complex calendars, schedules appointments, and coordinates high-level meetings.
• Prepares, edits, and distributes reports, presentations, and other executive communications.
• Handles sensitive and confidential information with discretion.
• Coordinates logistics for travel, conferences, and internal/external events.
• Serves as a liaison between executive leadership and internal/external stakeholders.
• Supervises or provides guidance to lower-level administrative staff as needed.
• Oversees departmental filing systems and ensures data accuracy and security.
• Tracks deadlines, prepares agendas, and ensures follow-up on action items.
• Supports special projects by conducting research and preparing materials.
• Drafts professional correspondence and internal communications.
• Assists with budget tracking, invoice processing, and expense reporting.
• Monitors office operations to ensure smooth workflow and administrative efficiency.

Skills

Executive support

Calendar management

Discretion with confidential info

Leadership

Education

High School Diploma or GED

Tools

Microsoft Office

Microsoft Word

Excel

PowerPoint

Visio

Job description

Overview

Schedule

Monday through Friday, from 8am to 5pm.

Compensation We Offer

• The initial compensation for this position ranges from $23 to $28.23 Per Hour, depending on experience, location and internal equity considerations

Benefits We Offer

• Benefits Eligibility starts on day ONE
• We provide a robust benefits package which includes medical, dental, vision, See our Benefits Page HERE.
• 401K Employer Match up to 4%
• Competitive Time Off Plans

Pay Range

$23 - $23.83

Job Summary

Provides advanced and or confidential administrative support for staff in assigned program or department.

Responsibilities

• Provides high-level administrative support to executives or senior management.
• Manages complex calendars, schedules appointments, and coordinates high-level meetings.
• Prepares, edits, and distributes reports, presentations, and other executive communications.
• Handles sensitive and confidential information with discretion.
• Coordinates logistics for travel, conferences, and internal/external events.
• Serves as a liaison between executive leadership and internal/external stakeholders.
• Supervises or provides guidance to lower-level administrative staff as needed.
• Oversees departmental filing systems and ensures data accuracy and security.
• Tracks deadlines, prepares agendas, and ensures follow-up on action items.
• Supports special projects by conducting research and preparing materials.
• Drafts professional correspondence and internal communications.
• Assists with budget tracking, invoice processing, and expense reporting.
• Monitors office operations to ensure smooth workflow and administrative efficiency.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

High School Diploma or GED and six (6) years experience in the field or related area with progressively responsible administrative or executive support activities, including advanced skills with Microsoft applications (especially Word, Excel, PowerPoint, and Visio), or equivalent combination of education and experience (two years of relevant experience equals one year of education)

Job Competencies

• Advanced proficiency in Microsoft Office and business communication tools.
• Strong organizational and time management skills for high-level scheduling and task coordination.
• Excellent written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Leadership skills, including the ability to supervise and mentor administrative staff.
• High level of accuracy and attention to detail in document preparation and data management.
• Problem-solving and critical thinking in support of executive-level decision-making.
• Strong interpersonal skills for interaction with senior leaders, staff, and external partners.
• Ability to manage complex projects and shifting priorities independently.
• Knowledge of budgeting, expense tracking, and financial documentation processes.
• Professional judgment and initiative in resolving administrative challenges.
• Capacity to streamline processes and implement administrative improvements.
• Adaptability to changing organizational needs and executive schedules.
• Dependability and accountability in managing executive-level administrative functions.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop; kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Driving Required Will not have unsupervised contact with children. Requires full background check and TB Exam. We are an Equal Opportunity Employer, which includes providing reasonable accommodations for individuals with a disability. We will consider for employment, qualified Applicants with Criminal Histories in a manner consistent with ordinance 184652 Sec.189.04 (a) and San Francisco Police Code, Article 49. Section 4905.