Benefits:

401(k)

Competitive salary

Health insurance

Paid time off

Position Summary

The Administrative Assistant provides high-level administrative support to the Executive Director of the HATS Program. This role ensures the smooth functioning of executive operations by managing schedules, coordinating communications, maintaining records, and supporting project and program operations. The ideal candidate is proactive, detail-oriented, and mission-driven, with strong organizational skills and the ability to handle sensitive information with discretion.

Key Responsibilities

Executive Support • Manage the Executive Director’s calendar, schedule meetings, and coordinate travel arrangements. • Draft, review, and edit correspondence, reports, and presentations. • Organize and maintain files, documents, and records related to program operations and compliance. • Prepare materials and take minutes for meetings, tracking action items and follow-ups.

Program Coordination

Assist in tracking ECM and CS program deliverables, timelines, and performance metrics.

Support coordination and communication with HATS partners, health plans, providers, and stakeholders.

Organize and manage logistics for internal and external meetings, events, and trainings.

Assist with community outreach events coordination

Operational Support

Monitor, organize order office supplies and equipment.

Assist in invoice processing, expense reporting, and budget tracking in collaboration with finance staff.

Maintain confidentiality and ensure compliance with HIPAA and other regulatory requirements.

Assist with additional duties as needed

Maintain an organized filing system

Develop, maintain and update relevant office procedures

Qualifications

High school diploma or GED; Associate’s degree or higher preferred.

Previous experience as an Administrative Assistant or in a similar position, preferably in non-profit or social service setting

Strong organizational, communication, and interpersonal skills.

Proficiency in Microsoft Office Suite (Word, Google, Excel, PowerPoint, Outlook) and virtual meeting platforms (Zoom, Teams).

Ability to manage multiple tasks and prioritize under tight deadlines.

Highly organized with excellent time management skills and the ability to prioritize projects

Preferred: • Knowledge of Medi-Cal, ECM, or Community Supports services. • Experience supporting executive-level staff.