Administrative Assistant II

Sonoma-County-Indian-Health-Project-Inc.; Santa Rosa (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Sonoma County Indian Health Project, Inc. is seeking an Administrative Assistant II to support the COO and broader leadership team in Santa Rosa, California.

The role involves managing calendars, preparing confidential correspondence, taking minutes, arranging travel, and supporting the Board of Directors. The position requires strong organizational skills, the ability to handle confidential information, and proficiency with the Microsoft Office Suite.

Qualifications

• Experience providing executive-level administrative support.
• Strong organizational and time-management skills.
• Proficient with Microsoft Office and document preparation.
• Ability to handle confidential information independently.

Responsibilities

• Manage complex calendars for C-suite executives with prioritization.
• Prepare professional correspondence and confidential materials.
• Record and maintain board meeting minutes and records.
• Arrange detailed travel, meetings, and agendas.
• Coordinate special projects and organizational events.
• Support multiple departments with interdepartmental coordination.

Skills

Calendar management

Microsoft Office

Organizational skills

Discretion/confidentiality

Tools

Microsoft Office Suite

Job description

Under the general supervision of the Chief Operations Officer (COO) the Administrative Assistant II (AA II) provides a broad variety of clerical and administrative tasks including managing an active calendar of appointments, composing and preparing correspondence and taking minutes that may be confidential, arranging detailed travel plans, meetings, conference calls, compiling documents, itineraries and agendas. The AA II also provides administrative support to Board of Directors as needed. The AA II is responsible for developing and maintaining an accurate calendar, official board and administrative records, documents and files; and participating/coordinating special projects and events, as assigned.Essential Duties & ResponsibilitiesCalendar Management: Maintain and manage complex calendars for C-suite executives, ensuring accurate scheduling and prioritization.Administrative Support: Compose and prepare professional correspondence, including confidential materials. Record and maintain official meeting minutes for the Board of Directors and administrative departments. Arrange detailed travel plans, meetings, conference calls, and compile itineraries, agendas, and supporting documents.Key Responsibilities: Format and compile proposals, coordinate meetings, collect input from stakeholders, track deadlines, timelines, and deliverables. Gather basic data on research (non-analytical), prepare draft documents using provided content and maintain files and reports.Records Management: Maintain accurate calendars, official board and administrative records, documents, and files.Special Projects & Events: Coordinate and participate in organizational events and special projects as assigned.Cross-Functional Collaboration: Works closely with multiple departments to provide administrative support by coordinating information, assisting with interdepartmental projects, and ensuring timely communication and document preparation across teams.Proven experience in executive-level administrative support and organization support.Strong organizational and time-management skills with the ability to manage multiple priorities.Proficiency in Microsoft Office SuiteAbility to work independently and maintain confidentiality.Special Qualifications:All employees must be sensitive to the needs of the Native American community, demonstrate a deep understanding and respect for the diverse cultural heritage, traditions, and historical context of the Native American community.How to Apply:Submit your application to Sonoma County Indian Health Project, Inc.Attention: Human Resources DepartmentAddress: 144 Stony Point Road, Room 2209, Santa Rosa, CA 95401Email: [e-mail] Fax: [phone]Application Form: Available online at www.scihp.org/human-resourcesWhen applying under Indian Preference, please include valid documentation of eligibility with your application materials.