Secretary, St. Joseph Medical

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Job Post (External Listing)

Copy-paste ready for job boards. Designed to attract qualified, professional candidates who are the right fit for St. Joseph Medical.

About Us

St. Joseph Medical is dedicated to improving daily life for individuals living with diabetes through high-quality continuous glucose monitoring systems, personalized support, and exceptional service. Our mission is to make life with diabetes easier by delivering advanced diabetes management tools and compassionate care to those who need it most.

Position Overview

We are seeking a highly organized, dependable, and professional Secretary to join the St. Joseph Medical team in Encino, CA. The ideal candidate will have strong administrative and communication skills, excellent attention to detail, and the ability to manage multiple responsibilities in a fast-paced professional environment.

This position plays an important role in supporting day-to-day office operations, coordinating communications, maintaining organized records, and providing administrative assistance to management and team members. The successful candidate will be proactive, reliable, and comfortable handling sensitive or confidential information with professionalism and discretion.

Key Responsibilities

Provide general administrative and clerical support to management and staff
Answer, screen, and direct incoming phone calls and correspondence professionally
Manage calendars, appointments, meetings, and scheduling as needed
Draft, proofread, edit, and format emails, letters, reports, and other business documents
Maintain organized electronic and physical files, records, and documentation
Prepare meeting materials, take accurate meeting notes, and assist with follow-up items
Receive and communicate messages accurately and promptly
Assist with data entry, document preparation, scanning, filing, and recordkeeping
Communicate professionally with clients, patients, vendors, partners, and internal team members
Coordinate office correspondence, mail, deliveries, and other administrative communications
Maintain confidentiality of company, employee, client, and patient-related information
Assist with office supplies, administrative requests, and general office organization
Support special projects and additional administrative assignments as needed
Help maintain an organized, efficient, and professional office environment

Required Qualifications

Must-Haves

Minimum of 3 years of administrative, secretarial, or office support experience
Minimum of 3 years of customer service experience
Excellent written and verbal communication skills
Strong organizational and time-management skills
Exceptional attention to detail and accuracy
Ability to prioritize responsibilities and manage multiple deadlines
Professional phone, email, and interpersonal communication skills
Ability to work independently while collaborating effectively with a team
High level of professionalism and discretion when handling confidential information
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Comfortable using Zoom, Slack, and Google Workspace
Ability to learn new systems and administrative processes quickly

Nice-to-Have

Healthcare or medical office experience

What You Get

$75,000 - $100,000 per year
Health insurance
Paid time off
Hybrid work schedule (4 days in-office, 1 day remote)

How to Apply

Interested candidates must submit their application via email to: notifications@stjoseph.health

Subject Line: Secretary Application [Full Name]

Email Body: Include exactly: "Please review the resume attached." Then add a short paragraph explaining why you're a great fit, your relevant past experience, and, if you are currently employed, why you are seeking to change employment.

Please note: Failure to follow the application instructions above will result in automatic application denial.

St. Joseph Medical is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Work Location: Hybrid remote in Encino, CA 91316

Internal Document

Full Job Description (HR File)

The complete internal job description with reporting structure, essential duties, time allocations, qualifications, and core competencies.

      Position Summary: The Secretary provides comprehensive administrative support to the CEO and management team at St. Joseph Medical, ensuring smooth day-to-day office operations. This role manages communications, calendaring, document preparation, recordkeeping, and office coordination in a healthcare-focused professional environment. The successful candidate maintains strict confidentiality around company, employee, client, and patient information.
    

Time Allocation

Communication 25%

Calendar 20%

Documents 20%

Office Coord 15%

Data Entry 10%

Projects 10%

Essential Duties

Duty	Priority
Answer, screen, and direct incoming phone calls and correspondence	Critical
Manage CEO and management calendars, appointments, and meetings	Critical
Draft, proofread, edit, and format business documents	Critical
Maintain organized electronic and physical files and records	High
Prepare meeting materials and take accurate meeting notes	High
Coordinate office correspondence, mail, and deliveries	High
Communicate professionally with clients, patients, vendors, and partners	High
Assist with data entry, scanning, filing, and recordkeeping	Standard
Manage office supplies and administrative requests	Standard
Maintain confidentiality of all sensitive information	Critical
Support special projects and additional administrative assignments	Standard

Core Competencies

Communication

Clear, professional written and verbal communication with internal and external stakeholders.

Organization

Maintains structured files, records, and processes across multiple systems and workflows.

Discretion

Handles confidential company, employee, client, and patient information with strict professionalism.

Adaptability

Learns new systems quickly, manages competing priorities, and supports varied projects.

Reporting Structure

      Reports to: CEO

      Department: Administration

      Work Schedule: Full-time, hybrid (4 days in-office, 1 day remote)

      Location: Encino, CA 91316

      FLSA Status: Exempt

LA Market Data

Salary Market Research

Current LA metro salary data for Secretary / Administrative roles supporting C-level executives in healthcare settings.

LA Average (CEO Secretary)

$107,000

per year

Hourly Equivalent

~$51/hr

based on annual average

Total Earnings Range

$75K - $120K+

entry-level to senior

Salary Breakdown by Experience

Level	Experience	Annual Salary	Hourly Rate
Entry-Level	1 - 3 years	$75,800/yr	~$36/hr
Mid-Level / Average	3 - 7 years	$106,400 - $107,900/yr	~$51/hr
Senior-Level	8+ years	$119,800+/yr	~$58+/hr

Our Offer: $75,000 - $100,000/yr. This range sits at the entry-to-mid market rate for CEO-level secretarial support in Los Angeles. It is competitive for candidates with 3+ years of experience, and the hybrid schedule (4 in-office, 1 remote) adds flexibility value that many comparable roles lack.

Market Context

      Healthcare premium: Secretary roles in medical settings often command a 5-15% premium over general administrative roles due to HIPAA compliance requirements, patient confidentiality handling, and specialized terminology familiarity. St. Joseph Medical's focus on diabetes management and CGM systems means candidates with healthcare experience will expect compensation toward the upper range.
    

Internal Notes

Hiring Strategy Notes

Internal guidance for evaluating candidates, compensation positioning, and interview approach.

Compensation Positioning

      Key Insight: The $75K-$100K range is positioned at entry-to-mid market rate. While the LA market average for secretary-to-CEO roles is ~$107K, our range is strong for candidates with exactly 3 years of experience (the minimum we require). The hybrid schedule and healthcare environment provide additional value beyond base salary. For exceptional candidates with 5+ years and healthcare experience, be prepared to offer at the top of the range ($95K-$100K) to stay competitive.
    

What to Screen For

Application compliance: Did they follow the exact email instructions? Subject line format? Resume attached? Short paragraph included? Failure to follow = automatic denial per the job post.
Confidentiality awareness: This role handles company, employee, client, and patient information. Look for candidates who proactively mention HIPAA, data privacy, or confidentiality in their application.
Communication quality: Their email IS the first test. Grammar, tone, professionalism, and attention to detail in the application tells you everything.
Healthcare experience: Listed as a plus, not required. But candidates with medical office experience will ramp up faster on terminology, patient interactions, and compliance expectations.
Tech stack fit: Must be proficient in Microsoft Office AND comfortable with Zoom, Slack, and Google Workspace. This is a hybrid role with digital collaboration requirements.
Stability check: 3 years of admin experience required, 3 years of customer service required. If they are currently employed, their reason for switching should be clear and professional.

Interview Approach

Recommended test: During the interview, give the candidate a brief practical exercise: draft a short professional email response to a mock vendor inquiry, or organize a sample meeting agenda with 5 items. This tests their actual writing quality, formatting discipline, and attention to detail far better than behavioral questions alone.

Red Flags to Watch

Application did not follow the specific submission instructions
Vague or generic application paragraph with no mention of relevant experience
Frequent job changes (under 1 year at multiple roles)
No mention of confidentiality handling or discretion in past roles
Poor grammar, typos, or unprofessional tone in the application email
Inability to name specific software tools they have used

Quick Copy

Copy & Paste Version

Plain text version ready for job boards, email, or posting.

Secretary - St. Joseph Medical Location: Encino, CA (4 Days In-Office, 1 Day Remote) Reports To: CEO Employment Type: Full-Time Salary: $75,000-$100,000 per year ABOUT US St. Joseph Medical is dedicated to improving daily life for individuals living with diabetes through high-quality continuous glucose monitoring systems, personalized support, and exceptional service. Our mission is to make life with diabetes easier by delivering advanced diabetes management tools and compassionate care to those who need it most. POSITION OVERVIEW We are seeking a highly organized, dependable, and professional Secretary to join the St. Joseph Medical team in Encino, CA. The ideal candidate will have strong administrative and communication skills, excellent attention to detail, and the ability to manage multiple responsibilities in a fast-paced professional environment. This position plays an important role in supporting day-to-day office operations, coordinating communications, maintaining organized records, and providing administrative assistance to management and team members. The successful candidate will be proactive, reliable, and comfortable handling sensitive or confidential information with professionalism and discretion. KEY RESPONSIBILITIES - Provide general administrative and clerical support to management and staff - Answer, screen, and direct incoming phone calls and correspondence professionally - Manage calendars, appointments, meetings, and scheduling as needed - Draft, proofread, edit, and format emails, letters, reports, and other business documents - Maintain organized electronic and physical files, records, and documentation - Prepare meeting materials, take accurate meeting notes, and assist with follow-up items - Receive and communicate messages accurately and promptly - Assist with data entry, document preparation, scanning, filing, and recordkeeping - Communicate professionally with clients, patients, vendors, partners, and internal team members - Coordinate office correspondence, mail, deliveries, and other administrative communications - Maintain confidentiality of company, employee, client, and patient-related information - Assist with office supplies, administrative requests, and general office organization - Support special projects and additional administrative assignments as needed - Help maintain an organized, efficient, and professional office environment REQUIRED QUALIFICATIONS - Minimum of 3 years of administrative, secretarial, or office support experience required - Minimum of 3 years of customer service experience required - Excellent written and verbal communication skills - Strong organizational and time-management skills - Exceptional attention to detail and accuracy - Ability to prioritize responsibilities and manage multiple deadlines - Professional phone, email, and interpersonal communication skills - Ability to work independently while collaborating effectively with a team - High level of professionalism and discretion when handling confidential information - Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint - Comfortable using virtual collaboration and productivity tools such as Zoom, Slack, and Google Workspace - Ability to learn new systems and administrative processes quickly - Healthcare or medical office experience is a plus HOW TO APPLY Interested candidates must submit their application via email to: notifications@stjoseph.health Subject Line: Secretary Application [Full Name] Email Body: Include exactly: "Please review the resume attached." Then add a short paragraph explaining why you're a great fit, your relevant past experience, and, if you are currently employed, why you are seeking to change employment. Please note: Failure to follow the application instructions above will result in automatic application denial. St. Joseph Medical is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. BENEFITS - Health insurance - Paid time off EXPERIENCE - Administrative or secretarial support: 3 years (Required) - Customer service: 3 years (Required) Work Location: Hybrid remote in Encino, CA 91316

SecretarySt. Joseph Medical