Executive Administrative Assistant presso Oneoncology

Pacific Cancer Care has provided superior care for patients for nearly 50 years. We make every patient our priority. We are a family here at PCC, each member of

the team cares deeply, often for a very personal reason, and that means a lot to our patients

Why Join Us? Our team values the work components of every member to create a culture of people helping people and making a difference in our lives and those we serve.

Job Description:

JOB DETAILS:

LOCATION: Pacific Cancer Care - 5 Harris Ct, Monterey, CA  93940

SCHEDULE: Full-Time | Monday–Friday | 8-Hour Shifts

SALARY RANGE: $41.00 – $64.00 per hr

REPORTS TO: Executive Director

BENEFITS: Benefit-eligible position, including:

• Medical, dental, and vision insurance

• Paid time off (PTO)

• Retirement plan (401k)

OPPORTUNITY OVERVIEW:

Pacific Cancer Care (PCC) is seeking a proactive, detail-oriented, and highly organized Executive Administrative Assistant to provide high-level support to the leadership team. This role is ideal for someone who takes initiative, anticipates needs, and is eager to grow and develop professionally within a dynamic, patient forward healthcare environment. As a central point of coordination for leadership activities, the Executive Administrative Assistant will manage schedules, facilitate project timelines, prepare documents and presentations, and maintain effective communication with internal teams and external partners.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

Executive Scheduling & Coordination

• Manages calendars for the Executive Director and Medical Director, schedules leadership and project meetings, and ensures agendas, pre-read materials, AV equipment, catering, and logistics are prepared in advance.
• Arranges travel itineraries, accommodations, and on-site visit schedules.

Project & Task Management

• Tracks deadlines, deliverables, and action items for multiple initiatives; follows up with stakeholders to ensure timely completion.
• Supports special projects by coordinating timelines, gathering updates, and preparing status reports.

Document & Presentation Support

• Drafts, edits, and formats documents, reports, meeting minutes, and presentations for internal and external use.
• Prepares leadership meeting packets and assists with executive communications.

Communication & Liaison

• Promotes a patient-first mindset and upholds high standards of professionalism and organizational culture.
• Screens and prioritizes incoming emails, calls, and requests; drafts responses on behalf of leadership when appropriate.
• Serves as a point of contact between leadership, internal teams, vendors, and external partners.

Information & Data Management

• Gathers and compiles operational metrics, departmental updates, and financial data for reporting.
• Maintains organized, confidential records and files in both digital and physical formats.

Vendor & Contract Coordination

• Tracks vendor agreements, contract renewals, and purchasing approvals as directed.
• Coordinates with vendors for scheduling, service needs, and payment follow-ups.

QUALIFICATIONS & REQUIREMENTS:

• Bachelor’s degree preferred; equivalent combination of education and experience considered.
• 3+ years of administrative support experience, preferably in a healthcare or executive-level setting.
• Proven ability to take initiative, anticipate needs, and work independently.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite and ability to learn new software quickly.
• Ability to handle confidential information with discretion.

DESIRABLE SKILLS & EXPERIENCE

• Experience with project coordination, project management, and/or process improvement initiatives.
• Familiarity with healthcare operations or medical office environments.
• Demonstrated ability to build relationships across multiple departments and organizational levels.

ABOUT PACIFIC CANCER CARE:

Pacific Cancer Care has provided superior care for patients for nearly 50 years. We make every patient our priority. We are a family here at PCC—each member of the team cares deeply, often for a very personal reason—and that means a lot to our patients. Our mission is to provide the highest quality of oncology and hematology services to our patients.

Why Join Us? Our team values the work components of every member to create a culture of people helping people and making a difference in our lives and those we serve.

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and qualifications may change as the needs of the practice evolve.