Administrative Assistant

The Administrative Assistant provides high\-level administrative support to the Director of Administration, including support of Professional Standards administration, with additional support to the CEO. This role is significant to the smooth operation of the Association, and plays a key part in supporting staff, the Board of Directors, and committee activities for organizational effectiveness.

We’re seeking someone who takes ownership of their work, thrives on organization and follow\-through, and takes pride in supporting leadership and maintaining high standards of accuracy, and comfortably manages multiple priorities in a detail\-driven environment.

Why Join Us

Join a collaborative and professional team where your work directly supports Association leadership and the Board of Directors. This role offers the opportunity to take ownership of meaningful work in a well\-structured, detail\-driven environment.

Key Responsibilities

• Prepare and manage documents using Microsoft Office, Adobe Acrobat, and DocuSign.
• Manage calendars and proactively track key dates and deadlines of concurrent projects.
• Facilitate committee administration, including scheduling meetings (in\-person and virtual), sending invitations, distributing materials, and maintaining rosters, creating quarterly status reports, and tracking required forms.
• Assemble and proofread monthly Board of Director/Executive Committee agenda packets; align draft minute templates with agendas; and finalize approved meeting minutes.
• Provide meeting logistics support, including Zoom setup, real\-time document sharing, catering coordination, and attendance tracking.
• Support planning and execution of events and registration for Association and Board Meetings/Functions/Events, luncheons, leadership retreats, orientations and trainings.
• Maintain organized electronic and hard copy filing systems, ensuring accurate, current files.
• Handle general administrative support, including document preparation, data entry, file management, and day\-to\-day office activities.

Qualifications

• 3–5 years of administrative experience in a professional office environment with increasing responsibility.
• Demonstrated ability to manage multiple priorities and deadlines with a high degree of accuracy.
• Strong written and verbal communication skills, including precise grammar, spelling, and attention to detail in names, dates, and formal documents.
• Highly proficiency in Microsoft Outlook, Word, and Excel; experience with Adobe Acrobat and DocuSign strongly preferred. Knowledge of AMS software (e.g., Rapattoni Magic\+) is advantageous.
• Proven ability to handle confidential information with discretion and sound judgment.
• Typing ability of approximately 50 wpm or higher.

Knowledge \& Skills

• Understanding of or ability to quickly learn Association Board and committee operations.
• Familiarity with parliamentary procedure (e.g., Robert’s Rules of Order).
• Ability to learn, retain, and apply new information effectively, including developing a working knowledge of Association policies, bylaws, systems, and procedures in the first 12 months.
• Opportunity to obtain Professional Standards Administration Certificate within 18 months.

Core Competencies

* Initiative: Takes ownership of responsibilities, identifies needs, resourcefully solves problems, and follows through to completion.

* Judgment: Exercises sound judgment, including knowing when to act independently and when to seek guidance.

* Collaboration: Works effectively with staff and Association leadership.

* Communication: Delivers clear, professional written and verbal communication.

* Organization \& Accuracy: Produces precise, detail\-oriented work across multiple priorities.

* Adaptability: Remains responsive and effective in a fast\-paced, deadline\-driven environment.

* Time Management: Effectively prioritizes and manages competing deadlines.

* Discretion: Handles sensitive information with professionalism and confidentiality.

Position Status

• Full time, Hourly (8:30AM \- 5:00PM, non\-exempt)
• Potential for a 2\-day/week remote work schedule after proven competency.
• This position requires regular coordination with staff and the ability to manage both routine administrative tasks and time\-sensitive projects. Occasional early morning, evening, or multi\-day events may be required.

Application Instructions

To be considered, please include a brief cover note highlighting your experience supporting leadership and managing detailed administrative work.

This job description reflects the general nature and level of work expected. It is not intended to be a comprehensive list of all duties. Additional responsibilities may be assigned as needed.

Pay: $30\.00 \- $32\.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Tuition reimbursement
• Vision insurance

Application Question(s):

• Do you have work experience directly with a Board of Directors? If so, describe.

Education:

• Bachelor's (Preferred)

Experience:

• Administrative Assistant: 3 years (Required)

Language:

• English (Required)

License/Certification:

• CDL (Required)

Work Location: Hybrid remote in Walnut Creek, CA 94596