Administrative Assistant

The Administrative Assistant will provide essential support to the executive team, ensuring the smooth operation of administrative functions within the organization. This role is critical in maintaining organization, efficiency, and compliance as the company delivers case management services under the CalAIM program. The Administrative Assistant will handle a wide range of business-related tasks, supporting leadership in operational and programmatic functions.

Roles & Responsibilities:

  1. Executive Support

    • Assist the executive team with scheduling, meeting coordination, and calendar management.

    • Prepare reports, presentations, and documentation as requested by leadership.

    • Take meeting minutes and follow up on action items to ensure completion.

    • Handle sensitive information with discretion and confidentiality.

  2. Administrative & Office Management

    • Maintain organized digital and physical files related to operations, compliance, and case management documentation.

    • Assist with setting up and maintaining systems for efficient workflow and record-keeping.

    • Coordinate office-related logistics, such as ordering materials and arranging vendor services.

  3. Program & Compliance Support

    • Assist in compiling and maintaining documentation required for the CalAIM program and other regulatory requirements.

    • Help ensure all paperwork related to case management, billing, and program operations is properly completed and stored.

    • Support the case management team with administrative tasks, including data entry, appointment scheduling, and correspondence.

  4. Communication & Outreach

    • Draft and distribute internal communications, emails, and newsletters as needed.

    • Serve as a liaison between different departments to ensure smooth communication and operations.

    • Assist with external communications, including responding to inquiries and coordinating outreach efforts.

  5. Special Projects & Miscellaneous Support

    • Assist with grant applications, data collection, and special projects as assigned by leadership.

    • Support event planning, including training sessions, staff meetings, and community engagement activities.

    • Provide general assistance with any business-related administrative tasks as needed