Administrative Project Assistant (5 years experience F/T)

Sustainable Horizons Institute Project Administrative Assistant

READ FULL JOB DESCRIPTION AND FOLLOW INSTRUCTIONS PLEASE SUBMIT COVER LETTER

including why you would like to work at Sustainable Horizons Institute

• Submit to ejeffery@shinstitute.org Sustainable Horizons Institute (SHI) is seeking a Full Time Project Administrative Assistant to support a national science and engineering program that connects undergraduate and graduate students
• and their faculty mentors
• to high-impact learning and research opportunities at government funded research laboratories across the nation.

Reporting to the President, the Project Administrative Assistant will work closely with SHI staff, program sponsors and participants. The Administrative/Project Assistant is responsible for providing a variety of high-level administrative, operational and programmatic support to the President and Program Dept. to ensure organizational goals are met efficiently and effectively. This position requires a proactive, solution-oriented professional with exceptional communication skills, strong technical proficiency and meticulous attention to detail. Core responsibilities include maintaining calendars and schedules, coordinating meetings and travel, supporting program operations, assisting with event planning, preparing expense reports and handling light project management tasks. 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 executive‑level administrative support to the President and Program Department, exercising sound judgment, discretion, and initiative in managing daily priorities. Manage the President's and organizational calendars, including scheduling meetings, conferences, virtual sessions, and travel for the President, program staff, and participants. Maintain and update program schedules and calendars, ensuring accuracy and alignment across teams. Support virtual program delivery by managing Zoom sessions, Breakout Rooms and related logistics ensuring seamless delivery and participant engagement. Assist with content creation and scheduling of social media posts across various platforms. Coordinate and manage all logistics for organizational meetings and travel, ensuring smooth execution and timely communication, as necessary. Prepare and submit accurate expense reports with required documentation in accordance with federal and company guidelines. Assist with planning and organizing program events including participant travel, catering, hotel accommodations, registration processes, 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. Assist with onboarding and systems set up for new staff and program participants, ensuring timely access to tools, platforms and organizational processes. Available for occasional travel to conferences, team meetings, and other business-related events. Other duties as assigned.

Preferred/Required:

Coachella Valley resident 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 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. 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:

$20.00

• $25.

00 per hour

Benefits:

401(k) matching Flexible spending account Paid time off Retirement plan Application Question(s): Do you live in the Coachella Valley Did you provide required cover letter? Please send to ejeffery@shinstitute.org

Experience:

Executive administrative support: 4 years (Required)

Work Location:

In person