Job Description

Job Description

ORGANIZATION OVERVIEW

Funded by philanthropists Gary and Mary West, West Health is a nonprofit and nonpartisan organization that includes the Gary and Mary West Health Institute and Gary and Mary West Foundation in San Diego, and the Gary and Mary West Health Policy Center in Washington, D.C. These organizations work together toward a shared mission: lowering the cost of healthcare to enable successful aging with access to high-quality, affordable health and support services that preserve and protect their dignity, quality of life and independence. For more information, westhealth.org and follow @westhealth

West Health’s focus is lowering healthcare costs, improving health outcomes, and enabling the creation of a system that is more transparent, competitive, affordable, person-centered, quality-driven, and sustainable. Specific focus areas include lowering national and consumer healthcare spending, promoting value-based care models, advancing integrated brain health, catalyzing patient-centered innovations, increasing price transparency, and limiting consumer exposure to high out-of-pocket costs.

POSITION SUMMARY

The Office & Events Coordinator is responsible for supporting the efficient day-to-day operations of the office by managing a variety of administrative tasks, coordinating office events, and responding to facility-related requests. This role serves as a key point of contact for employees, vendors, and facility services, ensuring the smooth execution of office events, handling work orders, and overseeing routine office administration. This is an in-person opportunity located in La Jolla, CA , with operating hours from 8:00 a.m. – 4:30 p.m., Monday through Friday . The position will be primarily based at the front desk of our headquarters. The ideal candidate will be dependable, flexible, punctual , and possess a can-do attitude . You must be able to work independently under deadlines, prioritize your workload, and maintain a professional appearance, taking your role as the "first contact" ambassador seriously.

GENERAL DUTIES AND RESPONSIBILITIES

Administrative Duties

• Serve as the first point of contact for visitors, providing professional and friendly service.
• Manage incoming calls and inquiries, directing them appropriately.
• Organize and distribute mail and packages from delivery services.
• Maintain office supplies and kitchen stock, researching and selecting vendors for best pricing.
• Assist in onboarding new employees by setting up office access and equipment.
• Create badges, nameplates, and manage access control for staff.
• Ensure office common areas (e.g., kitchens, conference rooms) are clean and well-stocked.
• Draft and update internal signage, building notices, and announcements.
• Proactively communicate status updates and escalate urgent issues.
• Assist or perform any administrative duties or operational duties assigned by supervisor.

Event Coordination

• Plan, organize, and execute corporate events, meetings, and assist with conferences.
• Coordinate event logistics including catering, venue setup, and equipment.
• Source and negotiate with vendors, ensuring quality service and cost-effectiveness.
• Track event expenses, manage budgets, and provide financial updates.
• Oversee guest registration, check-in, and ensure a smooth attendee experience.
• Ensure proper communication of event details to stakeholders.
• Address any last-minute technical or logistical issues during events.
• Manage corporate meeting space schedules to avoid conflicts.

Facilities

• Act as the main contact for vendors, security, and building management.
• Oversee building systems (HVAC, plumbing, security) to ensure proper functionality.
• Coordinate maintenance requests and troubleshooting for office equipment.
• Maintain a safe and secure work environment, adhering to safety standards.
• Review and approve vendor invoices, researching new vendors as needed.
• Ensure regular inspections and maintenance of office spaces and equipment.
• Handle facility-related emergencies and coordinate solutions.

QUALIFICATIONS AND EDUCATION

• Associate or bachelor’s degree in business administration, operations management, or a related field.
• At least 3 years of proven experience in a professional or upscale office setting. Experience supporting executive teams and coordinating office activities preferred.
• Exceptional time management, task prioritization, and personal accountability. Success in this position will be measured by timely completion of recurring responsibilities and responsiveness to operational needs
• Proficient in Microsoft Office (Excel, Word, PowerPoint) and familiar with budgeting and cost management.
• Strong written and verbal communication skills for coordinating with teams, vendors, and guests.
• Ability to perform under pressure, solve operational challenges, and work independently with initiative.
• Demonstrated ability to receive and apply constructive feedback.
• Proven adaptability and willingness to refine processes or workflows based on team input
• Experience in vendor relationship management and cross-functional collaboration.
• Ability to lift and move up to 30 lbs.
• Professional appearance and customer service oriented
• Understanding of safety regulations, office equipment, and security systems.

COMPENSATION AND BENEFITS

The estimated compensation range for this position is $50,000 - $70,000.

We gladly offer:

• Up to 10% Annual Performance Bonus – rewarding your hard work and success
• Comprehensive Benefits Package – including Medical, Dental, Vision, Short-Term Disability, Long-Term Disability, Life Insurance, and a Flexible Spending Account to support your health and well-being.
• 100% Premium Coverage for Employee Medical, Dental, Vision, Short-Term Disability, Long-Term Disability, and Life Insurance, plus 70% coverage for dependents for medical, dental and vision – ensuring both you and your family are well cared for.
• Generous 5% Retirement Plan Match – helping you build a secure financial future.
• Professional Development Reimbursements – investing in your growth and career advancement.
• 15 Days of Paid Time Off plus 16 Paid Holidays – promoting a healthy work-life balance and time to recharge

West Health is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, color, religion, national origin, sexual orientation, gender, marital status, age, disability, or veteran's status.

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