Executive Program Admin Assistant

About the Role

The Program Executive Assistant provides high-level administrative, operational, and systems support to the Executive Program Director of Meristem's Campus Program. This role is central to keeping a complex, multi-layered program running smoothly for 70+ clients and a diverse staff team.

Responsibilities

• Manage the Program Director's calendar, meetings, agendas, and communications
• Maintain organized digital/physical filing systems
• Support daily use of Paylocity, KIBU, Bloomerang, and Microsoft Office
• Build and maintain staff schedules; track coverage and compliance
• Generate weekly/monthly reports on staffing, attendance, and program metrics
• Cookordinate logistics for field trips, campus events, and staff meetings
• Track PEX card usage, receipts, and assist with monthly reconciliation
• Support budget tracking and Regional Center billing documentation
• Organize materials for volunteer, afterschool, weekend, and future programs
• Ensure timely follow-up on initiatives and serve as a communication hub
• Maintain strict confidentiality (HIPAA, FERPA, CA privacy laws)

Requirements

• 3-5+ years administrative or executive support experience
• Strong organization, accuracy, and systems thinking
• Excellent written and verbal communication
• Proficiency in Microsoft Office, Excel, and Google Suite
• Ability to manage multiple priorities quickly and professionally
• Comfort interacting with young adults on the autism spectrum
• Proactive problem-solving and anticipation of needs

Benefits

• Medical plus $3k HRA to help offset medical costs
• Dental, Vision, and 401K
• Daily Lunch and Snacks provided

Pay

$70,304 - $75,000 annually, depending on experience

Schedule

Full-Time | Monday - Friday 7:00 am - 5:00 pm (occasional weekends as needed)