Healthcare Admin Lead: Calendar & Operations

HOPE Program; San Ramon (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

HOPE Program is seeking a Senior Administrative Assistant to support leadership and multidisciplinary teams in our California operations. You will manage complex calendars, coordinate meetings and events, and handle confidential patient information in a fast-paced healthcare environment.

We value professionalism, discretion, and the ability to multitask across departments to maintain efficient workflows and compliant operations. Some travel within the region may be required.

Qualifications

• High school diploma or equivalent; associate degree or higher preferred.
• Minimum 5 years of administrative experience, with at least 2 years in healthcare, social services, government or regulated environments.
• Minimum of 5 years of intermediate experience using Microsoft and Google Office Suite and proficiency with standard office equipment.

Responsibilities

• Manage and coordinate complex calendars, meetings, and appointments for senior leadership and healthcare teams.
• Serve as central point of contact for internal and external communications with timely responses.
• Prepare, review, and distribute reports, presentations, and documents with precision.
• Coordinate logistics for events, training sessions, and departmental meetings.
• Maintain confidential patient and organizational records in compliance with HIPAA and privacy laws.
• Support onboarding of new staff and provide ongoing administrative assistance.
• Collaborate with departments to streamline processes and improve workflow.
• Anticipate administrative needs of leadership and staff with proactive follow-up.
• Take detailed meeting notes and document duties as assigned.
• Travel regionally to other office locations as required.

Skills

Organizational multitasking

Communication

Attention to detail

Confidentiality (HIPAA)

Project coordination

Team collaboration

Education

High school diploma

Associate degree or higher

Bachelor’s degree in related field

Tools

Microsoft Office Suite

Google Workspace

EMR systems

Job description

HOPE Program is seeking a Senior Administrative Assistant to support leadership and multidisciplinary teams in our California operations. You will manage complex calendars, coordinate meetings and events, and handle confidential patient information in a fast-paced healthcare environment.

We value professionalism, discretion, and the ability to multitask across departments to maintain efficient workflows and compliant operations. Some travel within the region may be required.