Project Administrative Assistant (5 Years Experience, P/T Or F/T)

Sustainable Horizons Institute
Project Administrative Assistant

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PLEASE SUBMIT COVER LETTER including why you would like to work at Sustainable Horizons Institute - Submit to ejeffery@shinstitute.org

Position Description: This could be a hybrid position for the right person. MUST be local to Palm Desert, CA. This is a five (5) day a week part time position.

Sustainable Horizons Institute (SHI) is seeking a Part Time Project Administrative Assistant 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 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 program and administrative support to Senior Management and Program Dept. to ensure organizational goals and objectives are accomplished. Core responsibilities include travel arrangements, event planning, maintaining calendars, coordinating meetings and schedules, preparation and submittal of expense reports,. 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 and Program Department, managing daily tasks with independent judgment and initiative.
• Maintain the President and organizational calendars, including planning and scheduling meetings, conferences, teleconferences, and travel arrangements.
• Maintain and update program schedules and calendars.
• Assist with virtual program logistics including Zoom sessions and Breakout Rooms ensuring seamless delivery and participant engagement.
• Assist Program Department with content creation and scheduling of social media content.
• Support coordination of marketing campaigns, events and promotional activities.
• Assist with graphic design and content development (i.e. flyers, newsletters)
• 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.
• 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.

We accomplish our mission by building communities where people who might otherwise not persist, feel welcome and thrive in science and technology.

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

Job Types: Full-time, Part-time

Pay: $20.00 - $23.00 per hour

Benefits:

• 401(k) matching
• Flexible spending account
• Paid time off
• Retirement plan

Application Question(s):

• Please provide cover letter to ejeffery@shinstitute.org
• Do you live in the Coachella Valley

Experience:

• Executive administrative support: 3 years (Required)

Work Location: Hybrid remote in Palm Desert, CA 92260