The California Department of Public Health (CDPH) is currently hiring for an Administrative Assistant (AA) II. In this critical role, you will serve as the Administrative Assistant to the CDPH Director and Assistant Director, performing a variety of administrative, confidential, and high-level support duties.
CDPH works to protect the public’s health in California, and helps shape positive health outcomes for individuals, families, and communities. Fundamental responsibilities are comprehensive in scope and include, but are not limited to, infectious disease control and prevention, food safety, environmental health, laboratory services, patient safety, emergency preparedness, chronic disease prevention and health promotion, family health, health equity, and vital records and statistics.
We are looking for someone that possesses excellent written and verbal communication skills, including the ability to draft professional emails and correspondence, interact with various stakeholders, and maintain positive relationships; the capacity to manage/multiple tasks simultaneously, prioritize effectively, and meet deadlines in a fast-paced environment; and the ability to handle sensitive information and maintain confidentiality.

• Plan, coordinate, and manage the daily complex calendar schedules for the Director and Assistant Director, such as adapting schedules to accommodate schedule changes and maintaining clear and consistent communication with all relevant stakeholders, including senior and executive level management, to inform them of the availability of the Director and Assistant Director
• Coordinate meetings with executives and their staff including, but not limited to, the Governor’s Office, the Legislature, the California Health and Human Services Agency (CalHHS/Agency), County, State, Local and National Associations, external stakeholders, and high-level CDPH staff; prepare meeting materials, agendas, and logistics; and identify potential issues to prepare the Director for all meetings
• Serve as the backup to the AA II for the Assistant State Public Health Officer and Chief Deputy Director’s, scheduling matters, and stay informed daily with the Directorate’s schedules to ensure continuity of the Director’s Office’s administrative functions
• Maintain the Director’s email inbox daily; evaluate, organize, and triage the Director’s email and physical inbox; and process incoming messages based on urgency and importance
• Create a system for efficiency with folders, labels, and filters to prioritize action items to reduce clutter from the inbox; respond to inquiries independently or as advised by the Director; and develop, prioritize, and track action items, commitments, assignments, and special projects
• Create or modify high-level memorandums, letters, and other forms of communication as directed by the Director, Assistant Director, or Special Assistant to the Director, and review and analyze various administrative and analytical activities under the direction of the Administrative Support Unit Supervisor, Office Manager, and Special Assistant to the Director and Assistant Director
• Screen and investigate administrative issues and work independently with CDPH Centers/Divisions/Offices (C/D/O) before presenting to the Director and the Special Assistant to the Director, and take independent action in addressing a range of administrative matters, demonstrating initiative without requiring detailed instructions
• Collaborate with the Director and Special Assistant to the Director to develop meeting agendas for regularly scheduled Senior Leadership Team and Town Hall meetings for the Director
• Represent the Director at designated meetings by providing administrative support such as note taking and tracking action items, in coordination with the Special Assistant to the Director
• Provide administrative and logistical support in meetings, such as sending meeting invites, room reservations, and technical support in setting up virtual meetings using Zoom, Teams, WebEx, etc., and oversee technical and logistics set-up for in-person meetings and training event