Job Title: Executive Assistant & Client/Candidate Experience Specialist
For: Healthcare Technology & Workforce Solutions Company
Location: San Diego, CA (Local Candidates Only)
Employment Type: Contracted position 1099 (contract to hire opportunity)
Reports To: Chief Executive Officer (CEO)
90-Day Introductory/Probationary Period Applies
About Us
We are a rapidly growing healthcare technology and workforce solutions company transforming the recruitment and staffing experience through innovative technology, strategic workforce solutions, and exceptional client service.
Over the past six years, our organization has established a strong brand presence and reputation within the healthcare industry. As we continue our next phase of growth, we are seeking an exceptional Executive Assistant & Intake Specialist who is eager to build a long-term career with a high-growth organization and become an integral part of our leadership team.
This is not a traditional administrative role. We are looking for a highly driven, intelligent, resourceful, and proactive professional who thrives in a fast-paced environment and enjoys wearing multiple hats. The ideal candidate will serve as the CEO's trusted right hand while ensuring an exceptional intake and customer experience for clients, candidates, partners, and stakeholders.
This position offers significant career advancement opportunities for the right individual who demonstrates excellence, initiative, and leadership potential.
Position Summary
The Executive Assistant & Intake Specialist serves as a strategic partner to the CEO and a critical point of contact for clients, candidates, and business partners. This individual will manage executive-level administrative functions, support business operations, coordinate communications, oversee intake processes, and help drive organizational efficiency.
Success in this role requires exceptional organizational skills, emotional intelligence, professionalism, critical thinking abilities, strong business judgment, and the ability to anticipate needs before they arise.
The ideal candidate is energetic, positive, dependable, loyal, highly organized, tech-savvy, solutions-oriented, and capable of handling multiple priorities simultaneously while maintaining professionalism under pressure.
Key Responsibilities
Executive Support
- Provide high-level executive support to the CEO.
- Proactively manage and optimize the CEO's calendar, scheduling, and priorities.
- Anticipate executive needs and resolve issues before they become obstacles.
- Coordinate meetings, prepare agendas, take detailed notes, and distribute action items.
- Manage confidential and sensitive business information with discretion and professionalism.
- Coordinate travel arrangements, itineraries, accommodations, and expense reporting.
- Assist with special projects, presentations, reports, and executive communications.
- Act as a gatekeeper while maintaining positive relationships with internal and external stakeholders.
- Support strategic initiatives and cross-functional business projects.
Intake & Customer Experience
- Serve as the first point of contact for clients, candidates, and business partners.
- Conduct intake calls and video meetings with professionalism and enthusiasm.
- Provide exceptional customer service through phone, email, text, video conferencing, and online platforms.
- Accurately document interactions, notes, and activities within CRM, ATS, and business systems.
- Schedule appointments, consultations, interviews, and follow-up communications.
- Maintain consistent communication throughout the customer journey.
- Ensure a seamless, white-glove experience for clients and candidates.
Operations & Administrative Support
- Assist with business operations, process improvement, and workflow optimization.
- Prepare reports, dashboards, presentations, and business documents.
- Coordinate vendor relationships and administrative services.
- Maintain organized electronic filing systems and business records.
- Support recruiting, staffing, onboarding, and workforce operations activities.
- Manage multiple projects simultaneously while meeting deadlines.
- Assist leadership with research, planning, and operational initiatives.
Marketing & Brand Support
- Assist with social media marketing initiatives and content scheduling.
- Support company branding and digital marketing efforts.
- Coordinate online engagement activities and promotional campaigns.
- Assist with website updates, marketing collateral, and event coordination.
- Monitor social media channels and help maintain brand consistency.
Required Qualifications
- Minimum 3+ years of Executive Assistant, Operations Coordinator, Office Manager, Intake Specialist, Client Services, Recruiting Coordinator, or related experience.
- Strong experience supporting executives, business owners, founders, or senior leadership.
- Exceptional written and verbal communication skills.
- Outstanding customer service and relationship-building abilities.
- Strong organizational and project management skills.
- Demonstrated ability to multitask in a fast-paced, high-growth environment.
- Excellent critical thinking and problem-solving skills.
- High emotional intelligence (EQ) and professional maturity.
- Ability to work independently with minimal supervision.
- Proven ability to manage confidential information.
- Strong attention to detail and follow-through.
- Advanced proficiency with Microsoft Office Suite and Google Workspace.
- Experience utilizing CRM, ATS, scheduling, and workflow management systems.
- Valid California Driver's License and reliable transportation.
- Must reside within reasonable commuting distance of San Diego, California.
Preferred Qualifications
- Experience in healthcare staffing, healthcare technology, recruiting, workforce solutions, or professional services industries.
- Experience supporting a startup, high-growth company, or entrepreneurial executive.
- Social media marketing and content creation experience.
- Experience with LinkedIn, Canva, HubSpot, Salesforce, Bullhorn, Zoom, Calendly, or similar platforms.
- Bachelor's degree preferred but not required based on relevant experience.
Success Traits
The ideal candidate is:
- Energetic and enthusiastic
- Loyal, trustworthy, and dependable
- Positive and solutions-oriented
- Professional and polished
- Resourceful and proactive
- Highly organized
- Adaptable and resilient
- A fast learner
- Comfortable with change and growth
- Confident interacting with executives and stakeholders
- Able to remain composed under pressure
- Passionate about helping people
- Committed to excellence
We are seeking someone who takes ownership, thinks critically, solves problems independently, and consistently exceeds expectations.
Work Environment
This position requires in-person collaboration with the CEO and leadership team during the onboarding and training period. Candidates must be available to work from the San Diego office/home office environment a minimum of two to three days per week.
Hybrid and remote flexibility may be available after successful completion of training and demonstrated performance expectations.
Compensation & Benefits
Compensation will be commensurate with experience, qualifications, and demonstrated capabilities.
Benefits and additional incentives may include:
- Competitive compensation
- Career advancement opportunities
- Professional development opportunities
- Hybrid work flexibility based on performance
- Exposure to executive leadership and strategic business operations
- Opportunity to grow with a rapidly expanding healthcare technology company
Physical Requirements
The physical demands described here are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the role.
Activities may include sitting, standing, walking, computer usage, telephone communication, lifting up to 25 pounds occasionally, and frequent use of office equipment.
Equal Employment Opportunity Statement
We are an Equal Opportunity Employer and make employment decisions based on merit, qualifications, and business needs. We prohibit discrimination and harassment of any kind and are committed to providing equal employment opportunities to all employees and applicants regardless of race, color, religion, creed, sex, gender, gender identity, gender expression, sexual orientation, marital status, pregnancy, childbirth or related medical conditions, age, national origin, ancestry, citizenship status, physical or mental disability, medical condition, genetic information, military or veteran status, reproductive health decision-making, or any other status protected by applicable federal, California, or local law.
Qualified applicants with disabilities who require reasonable accommodations during the application or hiring process may request accommodations consistent with applicable law.
This job description is not intended to be an exhaustive list of duties, responsibilities, or qualifications. Management reserves the right to modify responsibilities and requirements based on business needs.
Pay: $25.00 - $29.00 per hour
Education:
Experience:
- Executive administrative support: 2 years (Required)
- Customer support: 2 years (Required)
- Recruiting: 1 year (Preferred)
- Technology management: 1 year (Preferred)
- ATS: 1 year (Required)
Location:
Ability to Commute:
Work Location: Hybrid remote in San Diego, CA
