Administrative Assistant / Office Manager 6/20/25

Job Description Job Description Description: Vitale Nursing, Inc. Job Description Title: Administrative Assistant / Office Manager Job Type: Full-Time | Exempt | Salary: $75,000-$80,000, Depending on Experience About Vitale Nursing Vitale Nursing was established in 2008 to deliver concierge nursing and caregiving services across Los Angeles County and neighboring areas. Today, Vitale is recognized as one of the most reputable private duty nursing companies, partnering with premier physicians and delivering individualized care to a high-profile clientele. Position Summary Vitale Nursing is seeking a dependable, detail-oriented, and proactive Candidate Assistant / Office Manager to oversee daily operations and administrative functions. This role requires someone who thrives in a fast-paced environment, understands the 24/7 nature of healthcare, and can operate autonomously while supporting both leadership and field teams. Minimum Qualifications At least 1 year of experience scheduling for multiple staff members 1 year of experience in a healthcare or concierge setting (preferred) Familiarity with HIPAA and confidentiality standards Willingness to sign a Non-Disclosure Agreement (NDA) & Non-Circumvent Agreement 2 years of supervision and office management experience Availability on weekends and evenings as needed, for urgent and emergency calls. Experience with onboarding and training new employees Proficiency in Google Workspace, Microsoft Word, Outlook, PowerPoint, and Adobe Acrobat Strong communication, customer service, and problem-solving skills Highly organized with consistent follow-through Preferred Qualifications 2 years working with high-profile clients Prior experience as a caretaker, preferred Familiarity with concierge medical services and physician networks Working knowledge of AlayaCare and CareAcademy Experience with payroll and vendor coordination Confident in creating and enforcing P&P Work Schedule Monday through Friday, 7:00 AM – 5:00 PM (Lunch: 12:00 PM – 1:00 PM) On-call every weekend Check in with night shift On call most holidays (excluding Thanksgiving, Christmas Eve, Christmas Day, and New Year’s Day) Schedule is subject to change at the discretion of the company Compensation and Benefits Salary (exempt; not eligible for overtime) Starting at $80,000 annual salary (exempt; not eligible for overtime), Depending on Experience 401(k) retirement plan (eligibility begins after 90 days) Health, dental, and vision insurance (eligibility begins after 90 days) 401(k) retirement plan (eligibility begins after 90 days) One week of paid vacation after one year of service Paid sick leave (Use after a 3-month probationary period) Company-issued laptop and business cell phone You’ll receive a flat bonus of $500 for bringing in a new client who receives at least 24 hours of care per week , once they reach 90 days of continuous service . If the new client is receiving round-the-clock care , the referral bonus increases to $1,000 , also payable after 90 days of service. Key Responsibilities Scheduling & Operations Manage monthly staff schedules and shift updates Coordinate shift assignments and updates in AlayaCare Conduct routine team and vendor check-ins Liaison between upper management Paid sick leave ( after a 3-month probationary period) Technology & Systems Provide administrative and technical support to field staff Maintain Google Docs trackers and digital records Ensure proper functionality of office tech and tools Supervision & Team Support Monitor employee performance issues such as tardiness or technical disruptions Conduct onboarding and virtual orientations via Zoom or Teams Deliver training and support on the AlayaCare platform 30-60-90 Day Plan Month 1 – Learning Acclimate to Vitale’s culture, software platforms, communication practices, and internal processes Begin managing scheduling, intakes, and administrative tasks Participate in training and review company policies and documentation with the founder Month 2 – Contributing Evaluate and suggest improvements to policies and workflows Actively contribute to staff meetings Maintain and enhance responsibilities from Month 1 Month 3 – Execution Lead operations as Office Manager and execute process improvements Provide leadership and initiate changes that support Vitale Nursing’s growth and operational excellence Job Summary: Office Manager / Assistant The Office Manager / Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks in support of both staff and leadership. The office manager needs to be able to communicate pertinent information to our bookkeeper, payroll specialist in a timely fashion. Supervisory Responsibilities: May direct the work of clerical employees in lower job classifications. May assist in training newly hired staff. Duties and Responsibilities: Answers and transfers phone calls, screening when necessary. Welcomes and directs visitors and clients. Maintains assigned filing systems. Retrieves information from records, email, and other documents; prepares written summaries when needed. Responds to and resolves administrative inquiries and questions. Coordinates and schedules travel, meetings, and appointments for managers or supervisors. Prepares meeting agendas and schedules; records and distributes meeting minutes. Maintains office supply inventory and arranges equipment servicing. Tracks and records expenses and reimbursements. Performs other related duties as assigned. Oversees and supports all day-to-day office operations. Requirements: Required Skills and Abilities: Excellent verbal and written communication skills. Strong interpersonal and customer service skills. Proficiency in Microsoft Office Suite or related software. Exceptional organizational skills and attention to detail. Basic understanding of clerical systems and recordkeeping. Ability to work independently and manage multiple priorities. Education and Experience: Bachelor’s degree in a related field (preferred). Two (2) to three (3) years of experience in an administrative or office support role. Physical Requirements: Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds occasionally.

Location: Santa Monica, California, US

Posted Date: 7/12/2025