Administrative Assistant

Organization: Shalva Haven

Department: Administration \& Operations

Reports To: Executive Leadership Team / Directors

Employment Type: Full\-Time or Part\-Time

Location: Shalva Haven Residential Programs – Arizona

Position Summary

The Executive Assistant supports the daily administrative and operational functions of Shalva Haven. This position plays a key role in ensuring smooth communication, organization, scheduling, compliance support, and office coordination across all residential homes and programs. The Executive Assistant works closely with leadership, staff, case managers, vendors, and external agencies to maintain efficient operations and support a safe, structured environment for youth in care.

The ideal candidate is organized, professional, detail\-oriented, able to handle confidential information, and capable of multitasking in a fast\-paced environment.

Essential Duties \& Responsibilities: Administrative Support

• Provide direct administrative support to executive leadership and operations staff
• Manage calendars, appointments, meetings, and scheduling
• Answer phone calls, emails, and office communications professionally
• Prepare, organize, and maintain files, reports, and operational documents
• Assist with data entry and maintaining electronic and paper records
• Draft professional emails, memos, meeting notes, and correspondence
• Organize and maintain confidential employee and client documentation

Operations Coordination

• Support daily operations for all Shalva Haven homes and programs
• Assist with staff scheduling coordination and shift coverage communication
• Help track incident reports, documentation deadlines, and operational follow\-up items
• Coordinate communication between leadership, staff, case managers, and outside providers
• Assist with onboarding preparation for new hires and personnel files
• Monitor office supplies, household supplies, and vendor coordination
• Assist leadership with maintaining organized and audit\-ready records

Compliance \& Documentation Support

• Assist with maintaining compliance with Arizona Department of Child Safety (DCS) and Title 21 requirements
• Ensure documentation is completed, filed, and maintained accurately
• Help track employee training, certifications, fingerprint clearances, and required documentation
• Support preparation for inspections, audits, and licensing reviews
• Maintain confidentiality of youth, employee, and agency information at all times

Meeting \& Communication Responsibilities

• Schedule and coordinate meetings, trainings, and interviews
• Assist with preparing agendas and recording meeting notes
• Support communication with case managers, providers, schools, and treatment teams
• Ensure important updates are communicated to staff in a timely and professional manner

Office \& Program Support

• Assist with maintaining organized office spaces and operational systems
• Support emergency preparedness documentation and office procedures
• Assist leadership with special projects, program organization, and expansion tasks
• Help maintain a professional and welcoming environment for staff, youth, and visitors

Qualifications

• High school diploma or GED required
• Administrative or office experience preferred
• Experience working in behavioral health, social services, healthcare, or group home settings preferred
• Strong organizational and multitasking skills
• Strong written and verbal communication skills
• Ability to maintain confidentiality and professionalism
• Proficient with computers, email, Microsoft Office, Google Workspace, and document management systems
• Ability to work independently and as part of a team
• Valid Arizona driver’s license preferred
• Must be willing to assist with on\-call responsibilities and provide operational support when coverage is needed
• Ability to respond to urgent staffing or operational needs outside of standard business hours when necessary
• Maintain flexibility to support residential program operations during emergencies, staff shortages, or critical incidents

Pay: $20\.00 \- $22\.00 per hour

Work Location: Hybrid remote in Casa Grande, AZ 85122