Administrative Assistant

Who we are Vayu Health is a non-profit healthcare community-based organization in California launching a completely different care model for low-income people living with uncontrolled chronic conditions (starting with people with diabetes) who also have high social and behavioral needs, and we are looking for like-minded people passionate about equity, person-centered care, and reducing barriers to accessing high-caliber care. We believe that a major shift is needed in the way we care. We are and believe in Acting with passion and creativity Leading with integrity Committing to being better Achieving strength through teams Inclusivity, where all individuals should be treated with grace and dignity The Opportunity Vayu Health is expanding and transforming the outpatient primary care experience. We are seeking an Administrative Assistant to provide high-level administrative support across the organization. This position reports directly to the Director of Program Management and requires an individual who is proactive, detail-oriented, dependable, highly organized, and skilled in communication and time management. In this role, you will support a dynamic team committed to improving healthcare delivery through a whole-person framework. The Administrative Assistant serves as a critical operational anchor for Vayu Health’s multidisciplinary team. This role is responsible for the seamless execution of day-to-day business and programmatic functions, providing comprehensive administrative and virtual office management support across the company. In this role, you will help ensure the smooth and efficient functioning of the organization, working closely with team members to facilitate daily operations and support organizational goals. This is a remote position based in California with travel 2-3 times a year for team events. Responsibilities: Calendar & Logistics Coordination: Manage scheduling for key organizational meetings and lead the logistics for travel, site visits, and community events, including venue and catering arrangements. Google Drive & Knowledge Management: Maintain a centralized Google Drive ecosystem to ensure efficient knowledge management, record-keeping, and the synthesis of documents for program support. Compliance & Credentialing Support: Assist in compiling employee credentialing information, conducting monthly exclusion checks, and maintaining Policy and Procedure (P&P) manuals to ensure adherence to HIPAA and California regulations. Vendor Liaison & Inventory: Oversee the procurement of supplies via Amazon and serve as the primary point of contact for IT vendors to troubleshoot hardware and software issues. Contract Tracking & Research: Provide organizational support through the tracking of contract deadlines and records, and the administration of team surveys to procure data for operational enhancements. Onboarding & Team Culture: Facilitate the administrative lifecycle of new hires, including welcome emails and orientation logistics. Coordinate team-building initiatives to support a positive virtual culture. Website and Professional Content Management: Regularly update the organizational website and professional bios to accurately reflect the growing team and current information. Promotional Material Logistics: Oversee the management of change orders and coordinate the distribution of all promotional materials and program collateral. Other Administrative Duties: Execute additional duties as required. Required Qualifications: High school diploma or equivalent required; an associate degree or higher in business administration or a related field is preferred. At least 2-4 years of relevant administrative experience, preferably in a healthcare or non-profit startup environment. Exceptional multitasking skills with the ability to adapt to evolving human-centered care delivery needs. Knowledge of administrative and clerical procedures, office systems, and record keeping best practices. Strong interpersonal skills with the ability to foster open communication within a multidisciplinary team. Comfortable working in a distributed, remote team with a high degree of independence and collaboration Technical Proficiency: Advanced knowledge of Google Suite and ability to learn new digital tools. Some of the tools we use: Google Suite (Sheets, Drive, Email, Chat), ClickUp, TriNet, and Lattice. Preferred Qualifications: Experience in project coordination or office management is a plus. Experience in startup and/or early-stage environments is a plus. Apply To This Job