Secretary / Personal Assistant

MOUNT ZION LLC; Santa Rosa; On-site; VES 26,515,000 - 33,747,000; Full time

Benefits offered by this job

401(k)

Health insurance

Opportunity for advancement

Paid time off

Vision insurance

Wellness resources

Job summary

Mount Zion LLC is seeking a highly organized Secretary/Personal Assistant to support office staff and leadership. You will manage calls, scheduling, meetings, and correspondence while maintaining confidentiality and professional communication.

The role requires a Bachelor's degree (or Associate's with substantial experience), 2+ years in a similar capacity, and proficiency with MS Office; must be flexible to cover all shifts, including evenings and weekends. Competitive hourly pay offered.

Qualifications

• Bachelor's degree required; an Associate's degree with substantial administrative experience may be considered.
• Minimum of 2 years of direct administrative support experience in a Secretary or Personal Assistant role.
• Previous experience as a Secretary, Personal Assistant, or Executive Assistant in a professional office setting is required.
• Proficient computer skills with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); Excel proficiency preferred.
• Highly organized with strong time management and ability to manage multiple tasks.

Responsibilities

• Answer incoming calls promptly and route to appropriate team members.
• Serve as the point of contact for families, staff, and external partners; maintain discretion and confidentiality.
• Schedule appointments and coordinate meeting logistics, including reminders and room arrangements.
• Prepare meeting agendas, take minutes, and distribute materials in advance.
• Maintain organized filing systems and update procedures and documentation protocols.
• Provide general administrative support to leadership and monitor office supplies and equipment.

Skills

Bachelor's degree

Administrative support

Secretary/PA experience

Office equipment familiarity

MS Office (Word, Excel, Outlook, Power

Time management

Education

Bachelor's degree in Business Administration or related field

Associate's degree + substantial administrative experience considered

Tools

Printers

Scanners

Copiers

Fax machines

Job description

Future Opening: Secretary / Personal Assistant

Replies within 24 hours

• 401(k)
• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance
• Wellness resources

Secretary / Personal Assistant

Optimum Care SLS II provides supportive living services to adults with developmental disabilities.

About the Role

We are seeking a motivated and outgoing Secretary and Personal Assistant to join our team. In this role, you will provide support to our office employees, ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, and writing correspondence. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor. This position requires the ability to cover ANY shifts when needed.

Responsibilities

• Answer incoming phone calls promptly and professionally, routing calls to appropriate team members
• Serve as the professional point of contact for families, staff, Regional Center representatives, and external partners
• Handle sensitive communications with discretion, tact, and appropriate confidentiality
• Maintain professional and courteous communication in all interactions

Calendar & Scheduling

• Schedule and coordinate appointments for executive leadership and office staff
• Maintain organized calendaring systems and proactively manage scheduling conflicts
• Send appointment reminders and confirmations to relevant parties
• Coordinate meeting logistics including room reservations, technology setup, and catering when needed
• Track important deadlines, renewals, and time-sensitive obligations

This position requires the ability to cover ANY shifts when needed.

Meeting Coordination & Documentation

• Organize and schedule staff meetings, client meetings, and stakeholder conferences
• Prepare meeting agendas and distribute materials to participants in advance
• Attend meetings and take accurate, detailed minutes documenting key decisions and action items
• Distribute meeting minutes and follow up on assigned tasks and deadlines
• Coordinate virtual meeting platforms (Zoom, Google Meet, etc.) and provide technical support as needed

This position requires the ability to cover ANY shifts when needed.

Document & Records Management

• Maintain organized physical and electronic filing systems for office documents and records
• Develop, implement, and update office procedures and documentation protocols
• Ensure proper document retention in accordance with regulatory and organizational requirements
• Manage document version control and maintain accurate record-keeping systems
• Prepare and format reports, presentations, and other business documents
• Archive materials systematically and ensure easy retrieval when needed

Office Operations & Administrative Support

• Provide general administrative support to office employees and leadership team
• Operate standard office equipment including printers, scanners, copiers, and fax machines
• Monitor and maintain office supply inventory; order supplies as needed
• Coordinate equipment maintenance and troubleshoot basic technical issues
• Assist with special projects, research, and other tasks as assigned
• Contribute to company reports and documentation as needed
• Maintain an organized, professional office environment

Qualifications

• Bachelor's degree in Business Administration, Office Management, or a related field is required. An Associate's degree combined with substantial administrative experience may be considered in lieu of a four-year degree.
• Minimum of 2 years of direct administrative support experience required, specifically in a Secretary or Personal Assistant role. General office or clerical experience alone will not meet this requirement.
• Previous experience as a Secretary, Personal Assistant, or Executive Assistant in a professional office setting is required.
• Familiarity with standard office equipment including printers, scanners, copiers, and fax machines.
• Proficient computer skills with demonstrated knowledge of Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint. Intermediate to advanced Excel proficiency strongly preferred.
• Highly organized with excellent time management skills and the ability to manage and prioritize multiple projects simultaneously.
• Strong written and verbal communication skills with a professional and courteous demeanor.
• Ability to handle sensitive and confidential information with discretion and integrity.
• Must be fully available to cover any shifts as needed, including evenings and weekends. This is a non-negotiable requirement of the position.

Note: Applications that do not meet the minimum education and experience requirements will not be considered for this position.

Optimum Care SLS II is an equal opportunity employer.

Compensation: $30.00 per hour

Mount Zion LLC is a Santa Rosa-based Supported Living Services agency dedicated to empowering adults with developmental disabilities to live independently in their communities. We provide compassionate, person-centered support that promotes dignity, growth, and quality of life. We are always looking for caring, motivated individuals to join our team and make a real difference in the lives of the people we serve