Administrative Assistant III

Job Title: Administrative Assistant III

Location: Los Angeles, CA

Pay Rate: $30-$40 per hour

Duration: 6+ Months

Work Mode: Hybrid

Summary:

• 37.5 hours per week
• Schedule: Monday through Friday
• Standard Schedule: 9:00 a.m.–5:00 p.m. Pacific Time, with a 30-minute unpaid lunch break
• Alternative Schedules: 8:30 a.m.–5:00 p.m., with a one-hour unpaid lunch break or 8:45 a.m.–5:00 p.m., with a 45-minute unpaid lunch break
• Regular Onsite Days: Mondays, and likely Tuesdays and Thursdays
• Remote Work Requirement: Candidates must have access to a private, confidential workspace when working remotely. Public locations, such as cafés, or shared spaces where roommates or others may enter or overhear conversations, are not appropriate due to the confidential nature of the mental health clinic.
• Equipment: A company laptop and phone will be provided.

Responsibilities:

• Monitor and respond to email intake inquiries and answer incoming telephone calls.
• Coordinate staff calendars, schedule meetings, and assist with appointment and event coordination.
• Maintain office equipment, supplies, and other administrative resources.
• Provide administrative support to the Director and office administration team.
• Order office supplies and coordinate water delivery, vending services, and other office-related needs.
• Research and gather provided resources for client information and referrals.
• Support outreach activities, events, presentations, talks, and promotional health fairs.
• Assist with the coordination and delivery of clinical program services and activities.
• Handle confidential information with discretion and in accordance with workplace privacy expectations.
• Respond calmly and professionally to urgent client requests and administrative needs.
• Perform other related duties as assigned or requested.

Requirements:

• Proven ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Excellent written and oral communication skills.
• Strong administrative coordination skills and highly organized work habits.
• Bachelor’s degree, or a combination of education and experience equivalent to the minimum education requirement.
• Minimum of two years of experience working in an office setting.
• Ability to coordinate schedules, respond to inquiries, organize administrative activities, and manage competing priorities.
• Ability to work effectively in a confidential clinical environment and communicate professionally with clients, staff, and external contacts.
• Ability to work independently in a private, secure remote workspace when performing assigned remote duties.

Preferred Skills:

• Experience working in a clinical setting.
• Experience working in an environment where customer satisfaction is a top priority.
• Calm and professional demeanor when responding to urgent client requests and needs.
• Experience supporting clinical operations, mental health services, or other confidential service-based programs.
• Experience providing executive or administrative support to directors or senior staff.