Secretary Personal Assistant

Benefits

• 401(k)
• Company parties
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance
• Wellness resources

Optimum Care SLS II provides supportive living services to adults with developmental disabilities.

We are seeking a motivated and outgoing Secretary and Personal Assistant to join our team. In this role, you will provide support to our office employees, ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, and writing correspondence. The ideal candidate is highly organized with excellent written and verbal communication skills and a friendly demeanor.

This position requires the ability to cover ANY shifts when needed.

• Answer incoming phone calls promptly and professionally, routing calls to appropriate team members
• Serve as the professional point of contact for families, staff, Regional Center representatives, and external partners
• Handle sensitive communications with discretion, tact, and appropriate confidentiality
• Maintain professional and courteous communication in all interactions

• Schedule and coordinate appointments for executive leadership and office staff
• Maintain organized calendaring systems and proactively manage scheduling conflicts
• Send appointment reminders and confirmations to relevant parties
• Coordinate meeting logistics including room reservations, technology setup, and catering when needed
• Track important deadlines, renewals, and time-sensitive obligations

This position requires the ability to cover ANY shifts when needed.

• Organize and schedule staff meetings, client meetings, and stakeholder conferences
• Prepare meeting agendas and distribute materials to participants in advance
• Attend meetings and take accurate, detailed minutes documenting key decisions and action items
• Distribute meeting minutes and follow up on assigned tasks and deadlines
• Coordinate virtual meeting platforms (Zoom, Google Meet, etc.) and provide technical support as needed

• Maintain organized physical and electronic filing systems for office documents and records
• Develop, implement, and update office procedures and documentation protocols
• Ensure proper document retention in accordance with regulatory and organizational requirements
• Manage document version control and maintain accurate record-keeping systems
• Prepare and format reports, presentations, and other business documents
• Archive materials systematically and ensure easy retrieval when needed

• Provide general administrative support to office employees and leadership team
• Operate standard office equipment including printers, scanners, copiers, and fax machines
• Monitor and maintain office supply inventory; order supplies as needed
• Coordinate equipment maintenance and troubleshoot basic technical issues
• Assist with special projects, research, and other tasks as assigned
• Contribute to company reports and documentation as needed
• Maintain an organized, professional office environment

• High school diploma/GED required;
  Associate's degree or administrative training preferred
• Previous experience as a Secretary, Personal Assistant, or in a similar administrative role
• Familiarity with standard office equipment such as printers and fax machines
• Proficient computer skills with knowledge of Microsoft Office:
  Word, Outlook, PowerPoint, etc.
• Highly organized with excellent time management skills and the ability to prioritize projects
• Must be available to cover shifts as needed

Optimum Care SLS II is an equal opportunity employer.