Administrative Assistant

Position Summary
The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of programs and office locations. This role is responsible for managing front office activities, scheduling appointments, maintaining client records, supporting staff and leadership, and delivering exceptional customer service to clients, families, community partners, and employees.
The ideal candidate is highly organized, detail-oriented, professional, and passionate about supporting a mission-driven organization that serves individuals and families in need of behavioral health services.

Essential Duties and Responsibilities
* Greet and assist clients, families, visitors, and community partners in a professional and compassionate manner.
* Answer and direct incoming phone calls, take messages, and respond to inquiries.
* Schedule appointments, meetings, trainings, and client intake appointments.
* Maintain confidential client and employee records in compliance with HIPAA regulations.
* Prepare, process, file, and distribute documents, reports, correspondence, and forms.
* Monitor office supplies and coordinate ordering and inventory management.
* Support onboarding and administrative processes for new employees.
* Assist leadership with calendars, meeting coordination, and special projects.
* Enter, update, and maintain data within electronic health record systems and other databases.
* Coordinate incoming and outgoing mail, packages, and deliveries.
* Ensure office operations run efficiently and maintain a welcoming environment.
* Support program staff with administrative needs and interdepartmental communication.
* Perform other duties as assigned.

Qualifications Required
* High School Diploma or GED.
* Minimum 1-2 years of administrative, clerical, receptionist, or office support experience.
* Excellent verbal and written communication skills.
* Strong organizational and time management abilities.
* Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
* Ability to manage multiple priorities with accuracy and attention to detail.
* Ability to maintain confidentiality and handle sensitive information professionally.
* Strong customer service skills and a professional demeanor.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.