Strategic Campus 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

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.