Program Administrative Assistant

POSITION OVERVIEW

Please send cover letter with Resume

The Program/Administrative Assistant is responsible for providing a variety of high-level program and administrative support to Senior Management and Program Dept. to ensure organizational goals and objectives are accomplished.  Core responsibilities include program coordination, travel arrangements, event planning, communicating with participants, collaborators, staff, and vendors, maintaining calendars, coordinating meetings and schedules, 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 (2 - 3 days per week in office - Palm Desert, CA. 1 -2 days remote), must be local to Coachella Valley, CA.

This position requires a proactive, solution-oriented professional with exceptional computer and communication skills, meticulous attention to detail, and a self-starting approach. The ideal candidate thrives in collaboration, demonstrates excellent organizational abilities and a dedication to helping others develop careers in science, technology, engineering, and math.

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 and Program Department, managing daily tasks with independent judgment and initiative. 
• Maintain the President and organizational calendars, including planning and scheduling meetings, conferences, teleconferences, and travel arrangements.
• Manage virtual programs including Zoom sessions and Breakout Rooms for program participants.
• Compile and format information in a relevant format for reports, presentations and proposals including data extracting, analysis, and developing charts on participants and program impacts.
• Prepare, monitor, and update online program applications and tracking sites.
• Create, administer, and compile program survey data.
• Coordinate and manage all logistics for meetings, conference calls and travel arrangements for the Organization, ensuring smooth execution, as necessary.
• Update Program schedules as needed.
• 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 participant travel, catering and hotel accommodations, registration processes for conferences and events, and other logistical needs.
• Perform general office support tasks, including ordering supplies, maintaining office equipment, managing mail, and completing external tasks such as mail pickup and banking. 
• 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 using a variety of computer programs to organize, compile, visualize, and report data.
• 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.
• Must be highly tech-savvy, with a strong ability to quickly learn and adapt to new software, tools, and technologies. Comfortable working with a variety of digital platforms and systems. Proficient in Zoom, Google Workspace, Excel, Microsoft 365, Asana, and other similar programs
• Proactive and independent self-starter
• Strong oral and written communication skills
• Commitment to work collaboratively with staff, board members, volunteers, and program participants.
• Strong people 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 able to pass background/eVerify check