ADMINISTRATIVE ASSISTANT III

Job Title: Administrative Assistant III

Location: Remote (Sacramento/SF , CA)

Schedule: Contract - Fulltime (40 hrs / week)

Duration: 6 months

Key Focus: High-level administrative, logistical, and operational support for CARE Act in-person convening

Position Overview:

The CARE Act team is seeking an Administrative Assistant III to provide high-level administrative, logistical, and operational support to the Analyst IV leading the CARE Act in-person convening. This role is critical in ensuring smooth planning, coordination, and execution of all event-related activities within a fast-paced and collaborative environment.

Minimum Qualifications:

Education Required: Bachelor’s Degree

Experience Required: 2–4 years, preferably in public sector administrative role

Microsoft Office: Advanced: mail merge, formulas, basic charts and forms

Organizational skills: Scheduling, logistics coordination, procurement tracking, multi-step workflows

Independence: Ability to work with minimal direction

Deadline management: Manage competing deadlines in fast-paced environment

Communication: Excellent written and verbal, internal/external stakeholders

Project management: Experience managing time-sensitive projects

Office environment: Mid- to large sized office support experience

Travel coordination: Setting up and coordinating travel plans

Key Responsibilities

Event Planning & Logistics: Scheduling planning meetings, venue research, vendor response tracking, travel arrangements, lodging blocks, accessibility needs

Curriculum & Materials: Compiling agenda drafts, handouts, training materials, formatting, proofing

Communication & Coordination: Participant outreach, confirmation emails, distribution lists, tracking questions from court partners and vendors

Project Support & Tracking: Maintain timelines, status trackers, action logs, shared folders, budget tracking (invoices, vendor forms)

On-Site Event Support: Registration desk, material distribution, room setup, technology coordination, troubleshooting

Full Jd: 

The CARE Act team is seeking an Administrative Assistant III to provide high level administrative, logistical, and operational support to the Analyst IV responsible for leading the CARE Act in person convening. This position will help ensure smooth planning, coordination, and execution of all event related activities. The role requires exceptional organization, communication, and attention to detail, supporting a fast moving and collaborative team environment.

Event Planning & Logistics Support

• Coordinate scheduling of planning meetings, stakeholder sessions, and internal convening prep activities, including meetings such as the recurring CARE Team discussions that inform CARE Act project needs.

• Assist with venue research, data gathering, and logistics documentation to support Analyst IV’s site selection and RFP process.

• Help track vendor responses, maintain procurement documentation, and support follow up tasks for temporary staffing or vendor contracts linked to CARE Act work (e.g., temp encumbrances)

• Coordinate travel arrangements, lodging blocks, accessibility needs, and day of operational supports.

Curriculum & Materials Preparation

• Provide administrative assistance in compiling agenda drafts, session handouts, training materials, and participant packets.

• Support formatting, proofing, and preparing convening documentation for leadership review.

Communication & Stakeholder Coordination

• Serve as a coordination hub for communications between the Analyst IV, CARE Act team members, CFCC leadership, and external partners.

• Manage participant outreach, confirmation emails, distribution lists, and pre event updates.

• Track questions, requests, and follow ups from court partners and vendors.

Project Support & Tracking

• Maintain project timelines, status trackers, and action logs to support Analyst IV oversight of the full convening lifecycle.

• Organize and maintain shared folders, agendas, minutes, and event planning archives consistent with CFCC workflow norms reflected in internal staffing and team structures

• Support budget tracking tasks such as processing invoices, vendor forms, and procurement documentation.

On Site Event Support

• Assist with registration desk management, material distribution, room setup, technology coordination, and troubleshooting during the convening.

• Provide direct logistical support to presenters, facilitators, and attendees.

Bachelor’s Degree and 2-4 years of experience, preferably in the public sector in an administrative role.

Knowledge, Skills and Abilities

• Advanced knowledge of Microsoft Office including: mail merge, formulas, and the creation of basic charts and forms

• Strong organizational and time‑management skills to handle scheduling, logistics coordination, procurement tracking, and multi‑step workflows for the CARE Act convening

• Ability to work independently with minimal direction.

• Ability to manage competing deadlines in a fast‑paced environment and support staff whose workloads are already at capacity.

• Excellent written and verbal communication skills to interact with internal and external stakeholders and prepare meeting or event materials.

• Experience in managing various time[1]sensitive projects.

• Ability to demonstrate effective communication and written skills at various levels.

• Experience in supporting a mid- to large sized office environment.

• Effective organization and time management skills.

• Experience setting up and coordinating travel plans