Executive Office Assistant

Medical Institute of Healthy Aging; Walnut Creek (CA); On-site; USD 30,000 - 41,000; Part time

Job summary

The Medical Institute of Healthy Aging in Walnut Creek, CA is seeking a detail-oriented Executive Office Assistant for a part-time, on-site role supporting executive leadership with calendars, correspondence, and file organization. You will handle phone calls, emails, greeting visitors, and coordinate with internal staff and external partners while maintaining confidentiality in a clinical setting.

Prior medical office experience is preferred, and strong Microsoft Office skills are essential.

Qualifications

• Strong administrative assistance and clerical skills including scheduling, document management, and record keeping.
• Professional phone etiquette and communication skills for interacting with patients, staff, and external partners.
• Ability to operate and troubleshoot standard office equipment such as printers, copiers, scanners, and phone systems.
• High level of organization, accuracy, and time management in a fast-paced office environment.
• Proficiency with email, word processing, and spreadsheets (Microsoft Office or similar).
• Discretion and respect for patient and organizational confidentiality.
• Prior experience in a medical or healthcare office setting is preferred but not required.
• Bachelor's degree (BA/BS) required; MBA is a plus.

Responsibilities

• Support executive leadership with calendars, scheduling, and meeting coordination.
• Prepare correspondence and reports; manage documents and filing.
• Greet visitors, answer calls, and respond to emails in a professional manner.
• Coordinate with internal staff and external partners to ensure smooth front-office operations.

Skills

Scheduling

Document management

Phone etiquette

Time management

Office software

Confidentiality

Medical office experience

Education

B.A./B.S. degree

MBA preferred

Tools

Microsoft Office

Printers/Scanners/Copiers

Job description

Company Description The Medical Institute of Healthy Aging focuses on preventive therapies to reduce the risk of chronic diseases, including heart disease, Alzheimer’s disease, cancer, and arthritis. Rather than waiting to treat these conditions after they develop, the institute emphasizes early intervention and proactive health strategies. Team members contribute to care plans designed to support long-term wellness and healthy aging. The environment is collaborative, patient-centered, and driven by evidence-based practices that help individuals maintain quality of life as they age.

Role Description The Executive Office Assistant is a part-time, on-site role located in Walnut Creek, CA. This role supports executive leadership with daily administrative tasks, including managing calendars, scheduling appointments and meetings, and organizing documents and files. The Executive Office Assistant responds to phone calls and emails, greets visitors, and ensures professional front-office operations. Additional responsibilities include preparing correspondence and reports, maintaining office supplies and equipment, and coordinating with internal staff and external partners as needed. The role requires consistent attention to detail, confidentiality, and the ability to prioritize tasks in a clinical and executive office setting.

Qualifications

• Strong administrative assistance and clerical skills, including scheduling, document management, and record keeping.
• Professional phone etiquette and communication skills for interacting with patients, staff, and external partners.
• Ability to operate and troubleshoot standard office equipment, such as printers, copiers, scanners, and phone systems.
• High level of organization, accuracy, and time management in a fast-paced office environment.
• Proficiency with email, word processing, and spreadsheet software (e.g., Microsoft Office or similar tools).
• Demonstrated reliability, discretion, and respect for patient and organizational confidentiality.
• Prior experience in a medical or healthcare office setting is preferred but not required.
• B.A. or B.S degree required; additional training or coursework in office administration is a plus.
• MBA graduate or pursuing an MBA preferred