Mission-Driven Program Executive Assistant

Meristem; California (MO); On-site; USD 70,000 - 75,000; Full time

Benefits offered by this job

Medical benefits

Dental & Vision

401(k)

Daily lunch and snacks

Job summary

Meristem is seeking a Program Executive Assistant to provide high-level administrative and operational support to the Executive Program Director for the campus program serving 70+ clients and a diverse staff. You will coordinate scheduling, documentation, and cross-department operations to keep the program running smoothly.

The role focuses on building systems, supporting strategic leadership, and maintaining confidentiality in a dynamic, mission-driven environment.

Qualifications

• 3-5+ years administrative or executive support experience.
• Excellent written and verbal communication.
• Strong organization, accuracy, and systems thinking.
• Proficiency in Microsoft Office, Excel, and Google Suite.
• Ability to manage multiple priorities quickly and professionally.

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

Administrative support

Communication

Organization

Education

Associate or Bachelor's degree

Tools

Microsoft Office

Job description

Meristem is seeking a Program Executive Assistant to provide high-level administrative and operational support to the Executive Program Director for the campus program serving 70+ clients and a diverse staff. You will coordinate scheduling, documentation, and cross-department operations to keep the program running smoothly.

The role focuses on building systems, supporting strategic leadership, and maintaining confidentiality in a dynamic, mission-driven environment.