Front Desk Administrative Assistant
Location: Pasadena, CA
Schedule: Monday – Friday, 8:00 AM – 5:00 PM
Pay Rate: $24.00 – $28.00 per hour
Employment Type: Long-Term Opportunity
Industry: Healthcare / IPA Administration

Job Summary
A healthcare IPA is seeking a professional, reliable, and highly confidential Front Desk Administrative Assistant to support daily office operations and provide administrative support to executive leadership.

This is not a high-volume patient-facing role, as the office does not have regular patient walk-in traffic. However, the position does serve as the first point of contact for occasional visitors, vendors, deliveries, interview candidates, and executive meeting guests.

The ideal candidate will be organized, flexible, discreet, and comfortable assisting with a variety of administrative and office support duties.

Key Responsibilities

Greet and assist occasional visitors, vendors, deliveries, interview candidates, and meeting guests.
Monitor front desk activity and assist with visitor sign-in procedures.
Answer, screen, and direct incoming calls as needed.
Receive, sort, distribute, and deliver mail, documents, and internal correspondence.
Order, receive, organize, and put away office and janitorial supplies.
Monitor office supply inventory and communicate ordering needs.
Assist the CEO and executive staff with administrative tasks as needed.
Help schedule meetings, maintain calendars, and assist with meeting coordination.
Occasionally sit in on meetings to take notes and prepare meeting summaries or minutes.
Draft, edit, and proofread memos, internal communications, letters, and other documents.
Assist with filing, travel arrangements, meeting preparation, and special projects.
Maintain confidentiality when handling sensitive company, employee, executive, legal, compliance, or healthcare-related information.
Follow company policies, procedures, HIPAA requirements, and compliance standards.
Perform other duties and projects as assigned.

Qualifications

Prior administrative assistant, front desk, office assistant, or executive support experience preferred.
Healthcare, IPA, medical group, insurance, managed care, or professional office experience is a plus.
Strong verbal and written communication skills.
Professional demeanor with good judgment, discretion, and confidentiality.
Organized, dependable, punctual, and detail-oriented.
Comfortable supporting executives and interacting with staff, vendors, and visitors.
Ability to manage multiple tasks and adapt to changing priorities.
Proficiency with Microsoft Office, email, calendars, and general office technology.
Ability to lift, carry, receive, and put away supplies weighing up to approximately 20–30 lbs.

Front Desk Administrator Assistant