Operations Assistant

WelbeHealth, LLC.; San Jose (CA); On-site; USD 40,000 - 52,000; Full time

Job summary

WelbeHealth, LLC is seeking an Operations Assistant to join our Day Center Leadership team. You will handle administrative duties, greet participants, manage calendars, and support on-site, in-home, or telehealth participant services while coordinating with multiple departments.

The role emphasizes timely task completion, effective communication, and a willingness to assist with events, meetings, and customer service initiatives—fostering a collaborative, efficient work environment.

Qualifications

• Must be 18 years old.
• Minimum of two years of experience as an Administrative Assistant.
• Bilingual English/Spanish strongly preferred.
• Must be able to work onsite Monday-Friday from 8:00 AM-4:30 PM.
• Demonstrated proficiency with Microsoft Office (Outlook, Word, Excel, PPT).
• Must obtain CPR and First Aid certification within 180 days of hire or maintain certification thereafter.

Responsibilities

• Greet and check in participants, manage calendars and scheduling.
• Coordinate meetings and assist with scheduling needs for participants and staff.
• Support projects and communications, including deliverable tracking and timelines.
• Act as liaison between departments and teammates to ensure progress.
• Assist with customer service and service recovery for participants and partners.
• Manage front desk activities, sign-in/out, badges and entry screenings.

Skills

Administrative experience

Bilingual English/Spanish

Office software proficiency

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

At WelbeHealth, each participant of our program is guided by our interdisciplinary team (IDT), composed of clinical and non-clinical members who work cohesively to provide all-inclusive care to our most vulnerable senior population.

The WelbeHealth Operations Assistant, reporting into our Day Center Leadership team, plays a pivotal role in ensuring smooth and efficient program operations. This position involves a wide range of operational and administrative duties, that include but are not limited to, greeting and checking in participants, scheduling and calendar management, inventory ordering and management, on-site/in-home/telehealth participant support, and event planning. The Operations Assistant will support projects and communications as needed, assisting with deliverable creation, tracking deadlines and timelines, and acting as the liaison between various departments and teammates to ensure work is progressing.

• Coordinate meetings and assist with scheduling needs for participants and internal staff
• Collaborate with teammates to support projects and workstreams, ensuring timely completion of tasks
• Act as a liaison for internal and external stakeholders, communicating effectively and professionally
• Attend, facilitate, take minutes, and document action items for meetings as needed
• Assist with customer service and service recovery for participants and other partners as needed
• Manage front door when needed, ensuring visitors and participants are greeted, sign in and out, receive their badges and appropriate entrance screenings, and do not elope

Job Requirements:

• Must be 18 years old
• High school diploma or equivalency required, associate's/bachelor's degree preferred
• Bilingual English/Spanish strongly preferred
• Minimum of two (2) years of experience as an Administrative Assistant
• Demonstrated technological skills with Microsoft Office – Outlook, Word, Excel, PPT
• Demonstrated ability to prioritize and direct in a fast-paced environment
• Must be able to work onsite Monday-Friday from 8:00 AM-4:30 PM
• Must obtain CPR and First Aid certification within 180 days of hire and maintain certification thereafter; CPR and First Aid certification upon hire preferred

Benefits of Working at WelbeHealth: Apply your expertise in new ways as we rapidly expand. You will have the opportunity to design the way we work in the context of an encouraging and loving environment where every person feels uniquely cared for.

• Medical insurance coverage (Medical, Dental, Vision)
• Work/life balance – we mean it! 17 days of personal time off (PTO), 12 holidays observed annually, and 6 sick days
• Advancement opportunities - We've got a track record of hiring and promoting from within, meaning you can create your own path!
• And additional benefits

Compensation consists of base salary plus bonus. WelbeHealth offers a competitive total rewards package that includes a 401(k) match, comprehensive healthcare coverage, and a broad range of additional benefits. Actual compensation will be determined based on experience and relevant qualifications.

$29.04 - $38.34 USD

At WelbeHealth, our mission is to unlock the full potential of our vulnerable seniors. In this spirit, please note that we have a vaccination policy for all our employees and proof of vaccination, or a vaccine declination form will be required prior to employment. WelbeHealth maintains required infection control and PPE standards and has requirements relevant to all team members regarding vaccinations.

Our Commitment to Diversity, Equity and Inclusion

At WelbeHealth, we embrace and cherish the diversity of our team members, and we're committed to building a culture of inclusion and belonging. We're proud to be an equal opportunity employer. People seeking employment at WelbeHealth are considered without regard to race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, marital or veteran status, age, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information or characteristics (or those of a family member), pregnancy or other status protected by applicable law.