Administrative Assistant / Office Manager

Shelby American, Inc.; Santa Monica (CA); Hybrid; USD 40,000 - 50,000; Full time

Job summary

A prominent company specializing in concierge nursing services is seeking an experienced Administrative Assistant / Office Manager. The successful candidate will manage daily operations, support staff coordination, and ensure effective communication between teams. This is a full-time, hybrid role requiring strong organizational abilities and prior experience in similar settings.

Benefits

401(k) retirement plan

Paid vacation after one year

Company-issued laptop and cell phone

Performance-based bonuses

Qualifications

• At least 1 year experience scheduling for multiple staff.
• 1 year experience in a healthcare or concierge setting preferred.
• Proficiency in Google Workspace and Microsoft Office.

Responsibilities

• Manage monthly staff schedules and shift updates.
• Conduct onboarding and virtual orientations via Zoom.
• Oversee day-to-day office operations.

Skills

Communication

Interpersonal

Organizational skills

Customer service

Problem-solving

Education

Bachelor’s degree in a related field

Tools

Microsoft Office Suite

Google Workspace

Job description

Description

Vitale Nursing, Inc.

Job Description

Title: Administrative Assistant / Office Manager

Job Type: Full-Time | Exempt | Hybrid (Remote)

Salary: $40,000-$50,000

About Vitale Nursing

Vitale Nursing was established in 2008 to deliver concierge nursing services across Los Angeles

County and neighboring areas. Today, Vitale is recognized as one of the most reputable private duty nursing companies, partnering with premier physicians and delivering individualized care to a high-profile clientele.

Position Summary

Vitale Nursing is seeking a dependable, detail-oriented, and proactive Administrative

Assistant / Office Manager to oversee daily operations and administrative functions. This role requires someone who thrives in a fast-paced environment, understands the 24/7 nature of healthcare, and can operate autonomously while supporting both leadership and field teams.

Minimum Qualifications

• At least 1 year of experience scheduling for multiple staff members
• 1 year of experience in a healthcare or concierge setting (preferred)
• Familiarity with HIPAA and confidentiality standards
• Willingness to sign a Non-Disclosure Agreement (NDA) & Non-Circumvent Agreement
• 1 year of supervision and office management experience
• Availability on weekends and evenings as needed
• Experience with onboarding and training new employees
• Proficiency in Google Workspace, Microsoft Word, Outlook, PowerPoint, and Adobe Acrobat
• Strong communication, customer service, and problem-solving skills
• Highly organized with consistent follow-through

Preferred Qualifications

• 2+ years working with high-profile clients
• Prior experience as a caretaker
• Familiarity with concierge medical services and physician networks
• Working knowledge of AlayaCare and CareAcademy
• Experience with payroll and vendor coordination

Work Schedule

• Monday through Friday, 7:00 AM – 5:00 PM (Lunch: 12:00 PM – 1:00 PM)
• On-call every weekend
• Required to work most holidays (excluding Thanksgiving, Christmas Eve, Christmas Day, and New Year’s Day)
• Schedule is subject to change at the discretion of the company

Compensation and Benefits

• salary (exempt; not eligible for overtime)
• 401(k) retirement plan (eligibility begins after 90 days)
• One week of paid vacation after one year of service
• Paid sick leave (Use after a 3-month probationary period)
• Company-issued laptop and business cell phone
• Performance-based bonus:
  • Up to $10,000 in Year 1
  • Up to $15,000 annually in subsequent years

Key Responsibilities

Scheduling & Operations

• Manage monthly staff schedules and shift updates
• Coordinate shift assignments and updates in AlayaCare
• Conduct routine team and vendor check-ins
• Liaison between upper management
• Paid sick leave ( after a 3-month probationary period)

Technology & Systems

• Provide administrative and technical support to field staff
• Maintain Google Docs trackers and digital records
• Ensure proper functionality of office tech and tools

Supervision & Team Support

• Monitor employee performance issues such as tardiness or technical disruptions
• Conduct onboarding and virtual orientations via Zoom or Teams
• Deliver training and support on the AlayaCare platform

30-60-90 Day Plan

Month 1 – Learning

• Acclimate to Vitale’s culture, software platforms, communication practices, and internal processes
• Begin managing scheduling, intakes, and administrative tasks
• Participate in training and review company policies and documentation with the founder

Month 2 – Contributing

• Evaluate and suggest improvements to policies and workflows
• Actively contribute to staff meetings
• Maintain and enhance responsibilities from Month 1

Month 3 – Execution

• Lead operations as Office Manager and execute process improvements
• Provide leadership and initiate changes that support Vitale Nursing’s growth and operational excellence

Job Summary: Office Manager / Assistant

The Office Manager / Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks in support of both staff and leadership. The office manager needs to be able to communicate pertinent information to our bookkeeper, payroll specialist in a timely fashion. Supervisory Responsibilities:

• May direct the work of clerical employees in lower job classifications.
• May assist in training newly hired staff.

Duties and Responsibilities:

• Answers and transfers phone calls, screening when necessary.
• Welcomes and directs visitors and clients.
• Maintains assigned filing systems.
• Retrieves information from records, email, and other documents; prepares written summaries when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
• Prepares meeting agendas and schedules; records and distributes meeting minutes.
• Maintains office supply inventory and arranges equipment servicing.
• Tracks and records expenses and reimbursements.
• Performs other related duties as assigned.
• Oversees and supports all day-to-day office operations.

Requirements

Required Skills and Abilities:

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Proficiency in Microsoft Office Suite or related software.
• Exceptional organizational skills and attention to detail.
• Basic understanding of clerical systems and recordkeeping.
• Ability to work independently and manage multiple priorities.

Education and Experience:

• Bachelor’s degree in a related field (preferred).
• Three (3) to five (5) years of experience in an administrative or office support role. Physical Requirements:

- Prolonged periods of sitting at a desk and working on a computer.

- Must be able to lift up to 15 pounds occasionally.