Program Executive Assistant

Meristem; California; On-site; USD 70,304 - 75,000; Full time

Benefits offered by this job

Medical with $3k HRA

Dental & Vision

401K

Daily lunch and snacks

Job summary

Meristem seeks a Program Executive Assistant to provide high‑level administrative, operational, and systems support for the Campus Program Executive Director in Fair Oaks, CA. This role serves as a coordination hub for scheduling, communications, documentation, and financial tracking for 70+ clients and a diverse staff.

You’ll help the Director focus on strategy and program development while ensuring confidentiality and smooth day‑to‑day operations in a dynamic, mission‑driven environment.

Qualifications

• 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.
• Comfort interacting with young adults on the autism spectrum.
• Proactive privacy, HIPAA/FERPA awareness.

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.
• Coordinate 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).

Skills

Organization

Communication

Microsoft Office

Google Suite

Problem-solving

Privacy awareness

Executive support

Education

Associate or Bachelor’s degree

Tools

Paylocity

KIBU

Bloomerang

Microsoft Office

Job description

This isn't just a job, it's a calling!

Our mission at Meristem is to prepare young adults on the autism spectrum to build a strong sense of self, develop an enhanced social capacity, and create a life of increased social and economic independence. We strive to create a world where the unique capabilities of adults on the spectrum are respected and appreciated. We facilitate the ability of adults with autism to have full and meaningful lives, with ample opportunities for mainstream employment and independent living.

We operate a small college-like campus in Fair Oaks that houses many of our students full-time. We are passionate and dependable individuals who excel in a client-facing role and are motivated to help the client succeed. We are seeking a Program Executive Assistant who is passionate about neurodiversity, relationship-based work, and holistic therapeutic approaches.

Meristem is a great place to work and grow. We all work together, motivating those around us with our commitment to high standards. At Meristem, we have a terrific work culture and provide the opportunity to work in a beautiful setting with an amazing purpose.

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.

You’ll serve as the coordination hub for scheduling, communication, documentation, financial tracking, and cross-department operations—allowing the Program Director to focus on strategic leadership and program development.

If you thrive in dynamic environments, love building systems, and enjoy meaningful work that supports neurodiverse young adults, this role offers both purpose and challenge.

Location: 9200 Fair Oaks Blvd. Fair Oaks, CA 95628

Status: Exempt, Full-time

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

Our compensation shows how much we value our team!

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

Benefits

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

Job 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
• Coordinate 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

Work Environment

• Active, outdoor campus setting; ability to walk 1.5 miles
• Exposure to weather and agricultural elements
• Occasional lifting up to 50 lbs
• Collaborative, mission-driven team culture

Preferred

• Associate or Bachelor’s degree
• Experience in human services, education, or fast-paced environments