Position Overview
Ultimate Staffing is actively seeking an experienced Executive Assistant/Office Manager for a full-time, onsite role in Monterey, CA. This position is with a physician-led post-acute care practice serving Skilled Nursing Facilities (SNFs) across Central and Northern California. The ideal candidate will provide executive administrative support to the President & Founder/Chief Medical Officer, manage daily office operations, and perform essential HR administrative tasks.
Key Responsibilities
Executive Administrative Support
- Manage complex calendars, meetings, and shifting priorities
- Prepare materials for meetings, presentations, and leadership communications
- Draft, edit, and proofread high-quality emails and documents
- Track follow-ups, deadlines, and action items
- Handle confidential information with exceptional discretion
Office Management & Operations
- Serve as the primary onsite point of contact for office operations
- Manage inbound mail, phones, and daily administrative needs
- Maintain organized administrative systems: files, shared drives, supplies, and vendors
- Support scheduling and coordination across internal teams
- Assist with onboarding logistics and workflow organization
- Identify and implement process improvements
- Maintain HIPAA-compliant administrative practices (training provided)
HR Administrative Responsibilities
- Coordinate onboarding steps, documentation, and system setups
- Complete I-9 verification and E-Verify processing
- Track licenses, insurance, credentialing, and compliance documentation
- Maintain HR files, policy acknowledgments, and documentation routing
- Support HR-related scheduling and internal communications
- Perform accurate data entry and maintain organized digital records
What You Bring
- Exceptional organization, accuracy, and follow-through
- Strong written and verbal communication skills
- Professionalism and maturity in handling sensitive information
- Ability to anticipate needs and adapt quickly
- Skilled with Microsoft 365 (Outlook, Teams, Word, Excel)
- Ability to pass a background check and maintain HIPAA standards
Preferred Qualifications
- Experience in executive administrative support, office management, or HR assistance
- Healthcare administrative experience (SNF, medical group, hospital, etc.)
- Familiarity with credentialing, medical terminology, or EMR systems
Bachelor's degree or equivalent professional experience
Required Work Hours
Monday - Friday, 8:00 AM - 5:00 PM
Benefits
401(k), Medical/Dental/Vision, HSA, PTO
Additional Details
Compensation: $35-$50 per hour (DOE)
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.