Senior Administrative Assistant

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

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.

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.

Physical Requirements (with or without reasonable accommodation)

• Mobility:Stand, walk, or remain stationary for extended periods during site visits, therapy sessions, or meetings.
• Lifting/Carrying:Ability to lift and carry objects weighing 25–50 pounds.
• Manual Dexterity:Operate computers, EMR systems, digital health platforms, office equipment, and handle documentation.
• Vision/Hearing:Clear vision and hearing are required for reading reports, documentation, client observation, and professional communication.
• Navigation:Safely move through office, clinic, and community environments while interacting with clients, staff, and stakeholders.
• Travel:Ability to manageextended regional travelwhile maintaining productivity, presence, and professional engagement.

Equal Employment Opportunity

We are an Equal Opportunity Employer committed to fostering an inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, national origin, ancestry, citizenship, age, sex, gender, gender identity, gender expression, sexual orientation, marital status, pregnancy, breastfeeding status, medical condition, genetic information, disability, military or veteran status, or any other protected status under federal, state, or local law, including the California Fair Employment and Housing Act (FEHA).

We provide reasonable accommodations to applicants and employees with disabilities. If you require assistance or accommodation during the application or hiring process, please notify us.