Administrative Assistant, Operations Full Time NEW

The Public Health Institute (PHI) is a prominent independent, nonprofit organization dedicated to improving health, well-being, and quality of life across California, nationally, and globally. Recognized as one of the largest and most comprehensive public health organizations in the United States, PHI leads innovative research and initiatives aimed at advancing public health outcomes. The organization has received notable recognition, including being named one of the top 50 “Best Non-Profit Organizations to Work For” by the Non-Profit Times. PHI’s work spans various domains such as disease prevention, health equity, and health systems strengthening, with a focus on creating sustainable, impactful solutions that address complex health challenges worldwide.

About The Role

The Bridge Operations Administrative Assistant plays a vital role within the Public Health Institute’s Bridge program, supporting efforts to expand access to low-barrier addiction treatment and sexual and reproductive health services. This full-time, remote position primarily serves candidates based in the San Francisco Bay Area, with occasional travel to Oakland, CA. The role involves providing comprehensive administrative support to the Bridge Center, including managing correspondence, scheduling, and travel logistics. The Assistant will also support program operations, event coordination, document management, and financial tasks to ensure smooth program functioning. This position offers an opportunity to contribute to groundbreaking public health initiatives that promote health equity and reduce health disparities, particularly in the areas of addiction treatment and reproductive health services.

Qualifications

• Minimum of 4 years of related administrative or support experience
• High School diploma or equivalent required
• Proficiency in Google Suite, Word, Excel, and Adobe Acrobat
• Strong computer skills in word processing, spreadsheets, presentations, and cloud-based file management systems
• Experience with Mac OS preferred
• Technical proficiency in supporting staff with technology issues and navigating internal systems
• Exceptional organizational and time management skills
• Attention to detail and accuracy in managing multiple priorities
• Ability to exercise initiative, problem-solve independently, and be resourceful
• Excellent communication skills and ability to build effective relationships with diverse groups
• Familiarity with tools such as Zoho, Slack, and Zoom is preferred
• Experience or interest in public health and social justice issues is advantageous
• Ability to work during core business hours aligned with Pacific Time Zone

Responsibilities

• Manage incoming and outgoing correspondence, including handling the primary Bridge phone number and email communications
• Coordinate printing, assembly, and distribution of program materials and maintain inventory
• Oversee calendar management for the program and support scheduling of meetings, events, and activities for leadership and staff
• Provide technical support for hardware and software, liaising with IT support providers as needed
• Assist with office operations, including sourcing and ordering supplies, managing coworking and office space relationships, and disposing of inventory in compliance with policies
• Support the planning and execution of virtual and in-person events, including logistics, venue setup, and materials preparation
• Organize onboarding logistics for new staff, including training on program procedures and software systems
• Support financial tasks such as organizing receipts, credit card reconciliation, travel reimbursements, and communication with staff regarding expenses
• Coordinate travel arrangements, including hotel bookings, conference registration, and travel requests, ensuring compliance with organizational policies
• Manage program documentation, including contact sheets, organizational charts, policy documents, and templates, ensuring proper filing and version control
• Identify opportunities for process improvements related to administrative and document management tasks
• Perform other duties as assigned to support program operations and organizational goals

Benefits

• Competitive hourly pay within the range of $26.43 to $37.21, based on experience and internal equity
• Full-time employment with a 40-hour workweek
• Remote work opportunity primarily within the San Francisco Bay Area
• Travel flexibility with occasional in-person visits to Oakland, CA
• Opportunity to contribute to impactful public health programs focused on health equity and social justice
• Collaborative work environment with opportunities for professional development
• Access to organizational resources and support for ongoing learning

Equal Opportunity

The Public Health Institute is committed to fostering an inclusive and diverse workplace. We provide equal employment opportunities to all applicants and employees without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, genetic information, physical or mental disability, veteran status, gender identity or expression, sexual orientation, or any other characteristic protected by law. We actively promote equity and inclusion in all aspects of employment and organizational practices. For more information on our equal employment opportunity policy, please visit http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf.