Senior Administrative Assistant

Job Description

Job Description

About the Role

The Senior Administrative Assistant is a key contributor to the smooth operation of our healthcare and social services programs. This position provides high-level administrative support to leadership and multidisciplinary teams, ensuring efficient workflow, accurate scheduling, and timely communication across departments and external stakeholders.

The Senior Administrative Assistant will manage complex calendars, coordinate meetings and events, handle confidential patient and organizational information, and support process improvement initiatives. This role requires professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment while supporting organizational objectives and compliance standards.

Responsibilities

• Manage and coordinate complex calendars, meetings, and appointments for senior leadership and healthcare teams, ensuring efficient scheduling and minimal conflicts.

• Serve as a central point of contact for internal and external communications, including email, phone, and written correspondence, maintaining professionalism and timely responses.

• Prepare, review, and distribute reports, presentations, and documents with precision and attention to detail, supporting leadership decision-making.

• Coordinate logistics for events, training sessions, and departmental meetings, ensuring all necessary resources and materials are available.

• Maintain confidential patient and organizational records in compliance with HIPAA and California privacy laws.

• Support the onboarding of new staff and provide ongoing administrative assistance to team members.

• Collaborate with departments to streamline administrative processes, improve operational efficiency, and enhance workflow.

• Anticipate administrative needs of leadership and staff, ensuring timely follow-up, proactive support, and task completion.

• Take detailed meeting notes and accurately document duties as assigned.

• Travel within the region to other office locations as required to support administrative functions and leadership.

• Perform additional duties as assigned, demonstrating flexibility and adaptability in a dynamic healthcare environment.

Minimum Qualifications

• Education: High school diploma or equivalent required; Associate’s degree or higher preferred.

• Experience: Minimum 5 years of administrative experience, with at least 2 years in healthcare, social services, government or regulated environments.

• Technical Skills: Minimum of 5 years of intermediate experience using Microsoft and Google Office Suite (Word, Excel, PowerPoint, Outlook) and proficiency with standard office equipment, including printers, scanners, and copiers.

Preferred Qualifications

• Bachelor’s degree in Business Administration, Healthcare Administration, or related field.

• Experience with Electronic Health Record (EHR) systems and knowledge of HIPAA and California healthcare privacy regulations.

• Familiarity with project management tools (e.g., Asana, Trello, Smartsheet) and process improvement methodologies.

• Certification in administrative support or healthcare administration (e.g., CAP, AAP).

• Prior experience coordinating onboarding for 5+ new employees and providing ongoing administrative support in a healthcare setting.

Skills

• Organizational & Multitasking: Strong ability to manage multiple priorities and deadlines simultaneously, including 3+ calendars and 5+ concurrent projects.

• Technical Proficiency: Advanced experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google platforms, and other software tools; skilled in project coordination, event planning, and scheduling logistics.

• Communication: Clear and professional written and verbal communication skills, including drafting correspondence for internal and external stakeholders and documenting meeting notes.

• Attention to Detail & Confidentiality: Meticulous and discreet in handling sensitive patient and organizational information, ensuring compliance with HIPAA and internal privacy policies.

• Problem-Solving & Adaptability: Demonstrated ability to analyze challenges, implement solutions, and adapt in a fast-paced, dynamic healthcare environment.

• Team Collaboration: Proven experience supporting cross-functional projects and initiatives, working effectively with multiple departments to streamline workflows and improve operational efficiency.

Work Environment

• Full-time, primarily on-site within a forensic mental health facility serving justice-involved clients, with responsibilities spanning office, clinic, and community/correctional settings.

• Capable of maintaining confidentiality while working and meeting in an open-space environment

• Frequent movement between offices, clinic rooms, and community/correctional sites; regular interaction with clients, clinical teams, probation/parole officers, courts, and external partners.

• Fast-paced, high-accountability environment requiring adaptability, poise under pressure, and professional composure.

• Close collaboration with Clinical, Operations, Finance, HR, and Training & Development teams is expected.

• Exposure to complex client populations, legal entities, and multidisciplinary teams.

• Some evenings or flexible hours may be required to support program needs.

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