Executive Assistant

Executive Assistant

Job Description: PLEASE READ IN FULL AND SUBMIT COVER LETTER confirming that you understand that this is a Part Time/Hybrid position. 5 - 15 hours per week based on workload and special projects.

Sustainable Horizons Institute (SHI) is seeking a PART Time Executive Assistant. The Executive Assistant is responsible for providing a variety of high-level administrative support to Senior Management to ensure goals and objectives are accomplished. This position requires a proactive, solution-oriented professional with outstanding communication skills and meticulous attention to detail. Core responsibilities include maintaining calendars, coordinating meetings and schedules, travel arrangements, event planning, communicating with staff and vendors, preparation and submittal of expense reports, and handling light project management duties. Position may require occasional evening and weekend hours, with potential travel as needed.

This is a hybrid position. Hours will vary from 5 - 15 hours per week, based on workload and special projects. You MUST attend daily team meeting Monday thru Friday. Preference will be given to local residents of the Palm Desert area.

The candidate should have a minimum of 5 years of high-level administrative experience in a professional work environment. Bachelor's degree preferred. Candidates with knowledge or experience in STEM (science, technology, engineering, mathematics) are encouraged to apply. Sustainable Horizons Institute is a 501(c)(3) not-for-profit company located in Palm Desert, CA.

The Executive Assistant will work closely with the President and SHI staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Serve as the primary administrative support providing a high level of administrative and office support to the President, utilizing independent judgment and initiative to manage daily tasks.
• Maintain the President’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel arrangements.
• Provide administrative support to other departments on an as-needed basis.
• Coordinate and manage all logistics for meetings, conference calls and travel arrangements for the Organization, ensuring smooth execution as necessary.
• Prepare and submit accurate expense reports with required documentation to the Finance Department in accordance with federal and company guidelines.
• Assist with planning and organizing Program events including travel, catering and hotel accommodations and other logistical needs for program participants.
• Perform other office support-related duties including ordering and maintaining supplies and office equipment needed by staff, scanning, and distributing incoming mail, registration forms for conferences, etc.
• Perform external errands such as picking up mail at the post office, banking, etc.
• Available for occasional travel to conferences, team meetings, and other business-related events.
• Other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education and/or experience:

• Bachelor’s degree preferred. Relevant certifications or equivalent work experience will be considered.
• A minimum of five years experience providing high-level administrative support to senior management
• Experience in managing executive expense reports, ensuring compliance with company and government financial policies.
• Proven experience managing calendars, organizing meetings and coordinating travel arrangements.

Skills, Abilities, and Knowledge:

• Strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail.
• Proactive and independent self-starter
• Strong oral and written communication skills
• Proficient in Google Workspace - calendars, drive, sheets, and documents; Microsoft 365; Asana; Zoom; electronic mail; and other related software
• Commitment to work collaboratively with staff, board members, volunteers and program participants.
• Strong interpersonal skills
• Flexible team player
• Ability to maintain confidentiality of information related to the company and its employees.
• Experience in STEM and/or non-profit organization is a plus.
• Valid CA driver’s license
• Must be authorized to work in the US
• Must be able to pass background/eVerify check

PLEASE SEND COVER LETTER WITH RESUME, PLEASE INCLUDE WHY YOU WOULD LIKE TO WORK FOR OUR ORGANIZATION.

Background checks / drug tests

A criminal background and/or credit check may be conducted for this position. Random, unannounced drug tests may be conducted.

About our Organization:

A brighter scientific future is on the horizon.

At a time when the U.S. needs to expand its basic science and technology capabilities and there are high attrition rates among the country’s science, technology, engineering, and math (STEM) students, the Sustainable Horizons Institute is dedicated to expanding the country’s basic science, innovation, and national security enterprise.

We accomplish our mission by building communities where people who might otherwise not persist, feel welcome and thrive in science and technology.

Basic research, national security, and innovation are best served by a variety of qualified researchers, students, and faculty working together to create solutions that benefit all. In addition to supporting and mentoring scientists and engineers from all communities, we also work with top scientists, engineers, and researchers to create ecosystems that welcome and encourage a variety of backgrounds and perspectives.

Please visit www.http://shinstitute.org/ for more details on our organization.

Sustainable Horizons Institute is an equal opportunity employer. Sustainable Horizons Institute is committed to a workplace free from any form of discrimination, harassment, workplace violence, or workplace safety hazards.

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: 5 – 10 per week

Schedule:

• Monday to Friday

Work Location: In person

Salary : $20 - $25