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.
QualificationsEssential Duties & Responsibilities
- Calendar 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 Suite
- Ability 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 Department
Address: 144 Stony Point Road, Room 2209, Santa Rosa, CA 95401
Email: [email protected] Fax: (707) 526-1016
Application Form: Available online at www.scihp.org/human-resources
When applying under Indian Preference, please include valid documentation of eligibility with your application materials.
Skills Required
- Proven experience in executive-level administrative support
- Maintain and manage complex calendars for C-suite executives
- Compose and prepare confidential professional correspondence and record official meeting minutes
- Arrange detailed travel plans, meetings, conference calls, and compile itineraries and agendas
- Format and compile proposals, track deadlines, timelines, and deliverables
- Records management: maintain official board and administrative records, documents, and files
- Coordinate and participate in organizational events and special projects
- Cross-functional collaboration and timely communication across departments
- Strong organizational and time-management skills with ability to manage multiple priorities
- Proficiency in Microsoft Office Suite
- Ability to work independently and maintain confidentiality
- Sensitivity to and respect for Native American community cultural heritage and traditions
What We Do
Established in 1971, Sonoma County Indian Health Project, Inc. (SCIHP) provides comprehensive health care services, including medical, dental, behavioral health, and pharmacy, to the Indian communities of Sonoma County and others.
