Executive Assistant (5 years experience, P/T)

Executive Assistant (5 years experience, P/T) Palm Desert, CA 92260 $22

• $25 an hour
• Part-time $22
• $25 an hour
• Part-time Sustainable Horizons Institute Executive Assistant

• PART TIME

  (15-20 hours per week)

• PLEASE READ FULL DESCRIPTION AND FOLLOW INSTRUCTIONS PLEASE SUBMIT COVER LETTER

  confirming that this is a part time position, please include why you would like to work at Sustainable Horizons Institute
• Submit to ejeffery@shinstitute.

org Sustainable Horizons Institute (SHI) is seeking a Part Time Executive Assistant (15-20 hours per week) to assist with a science and engineering program that connects undergraduate and graduate students and their college professors to learning and research opportunities at or with multiple government funded research laboratories across the nation. Reporting to the President, the Executive Assistant will work closely with SHI staff, program sponsors and participants. 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 position requires a dynamic, organized, detail-oriented, self-starter with excellent collaboration skills and a dedication to helping others develop careers in science, technology, engineering, and math. 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 and provides competitive salary and benefit packages.

Responsibilities:

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 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.

Preferred/Required:

Coachella Valley resident Five days a week Bachelor's degree preferred. Relevant certifications or equivalent work experience will be considered. Commitment to work collaboratively with staff, board members, volunteers and program participants. A minimum of five years' experience providing high-level administrative support to senior management 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. Ability to maintain confidentiality of information related to the company and its employees. Experience in managing executive expense reports, ensuring compliance with company and government financial policies. Proven experience managing calendars, organizing meetings, and coordinating travel arrangements. Experience in STEM and/or non-profit organization is a plus. Valid CA driver's license is required Background checks / drug tests A criminal background and/or credit check may be conducted for this position. Random, unannounced drug tests may be conducted. We participate in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. 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. 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. 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.

PLEASE PROVIDE COVER

LETTER and include why you would like to work for Sustainable Horizons Institute

• send to ejeffery@shinstitute.

org

Pay:

$22.00

• $25.

00 per hour Application Question(s): Please provide cover letter to ejeffery@shinstitute.org Do you live in the Coachella Valley Confirm that this is for an on-site, part time position.

Experience:

Executive administrative support: 3 years (Required)

Work Location:

In person