Administrative Assistant - Confidential Position

Regional Center of the East Bay • San Leandro, CA

1d • Onsite

About The Position

The Administrative Assistant provides confidential administrative and secretarial support to the Director of Community Services. The role coordinates meetings, prepares correspondence, maintains records, and assists with departmental projects and operations. It supports committee activities, tracks schedules and reimbursements, maintains office supplies, and helps ensure the efficient day-to-day functioning of the Community Services Division. The position requires strong organizational, communication, and time-management skills, sound judgment, attention to detail, and discretion when handling confidential information.

The position is based in San Leandro, California. Work is generally performed in an office environment with moderate noise and may occasionally involve interaction with individuals experiencing distress. The work is primarily sedentary, with frequent computer use and routine movement within the workplace. Occasional lifting and carrying of work materials and equipment weighing up to 10 pounds is required.

Requirements

• High school graduate or GED equivalent.
• Two years of secretarial or administrative experience.
• Typing speed of 50 words per minute.
• Ability to compose letters from oral and written instructions.
• Ability to understand, develop, and update information in a spreadsheet program.
• Ability to understand, develop, and update information in a database program.
• Ability to analyze and organize data.
• Demonstrated ability to manage multiple projects simultaneously.
• Excellent interpersonal and team-building skills.
• Excellent oral and written communication skills.
• Automobile and valid driver’s license required.
• Cultural awareness and sensitivity, and ability to work effectively with culturally diverse populations.

Responsibilities

• Provide confidential secretarial and administrative support to the Director of Community Services.
• Coordinate department and other meetings as assigned.
• Draft letters of correspondence.
• Schedule appointments and meetings.
• Coordinate and assist with projects.
• Prepare agendas, attend meetings, and take and distribute minutes for agency and/or board committees as assigned.
• Complete routine filing.
• Open mail for Directors and ensure timely response and distribution.
• Respond to or redirect urgent phone calls when assigned Directors of Community Services are absent.
• Create and update spreadsheets needed to develop statistics for the area.
• Coordinate and maintain office supplies for the unit.
• Track and review individual reimbursement forms, time sheets, and staff schedules.
• Provide backup to other administrative support staff as needed.
• Perform other duties as assigned.

Benefits

• Three weeks of paid vacation and 12 sick days.
• 14 paid holidays and 3 floating holidays.
• Multiple medical plan options, including Kaiser coverage that is 100% employer-paid for the employee.
• Dental and vision plans.
• CalPERS retirement pension.
• Student Loan Forgiveness eligibility information, including the Public Service Loan Forgiveness program.
• Flexible schedule, if applicable.
• Work-at-home schedules, if applicable.
• Employee Assistance Program, including mental health care.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED