Executive Program Admin Assistant

About Meristem

Meristem is dedicated to empowering young adults on the autism spectrum by fostering self-confidence, enhancing social abilities, and enabling increased independence both socially and economically. We create an environment where the unique strengths of neurodiverse adults are valued and supported, facilitating their participation in mainstream employment and independent living.

Our campus in Fair Oaks, CA functions much like a small college, accommodating many students full-time. We value dedicated, reliable individuals passionate about client support and motivated to contribute to our clients' success.

Role Overview

The Program Executive Assistant plays a pivotal role in supporting the Executive Program Director on Meristem's Campus Program by providing comprehensive administrative, operational, and systems assistance. This position is essential for the smooth operation of a complex program serving over 70 clients and a varied staff team.

Responsibilities include managing scheduling, communications, documentation, financial tracking, and coordination across departments, enabling the Program Director to focus on strategic priorities and program growth.

Location & Schedule

This full-time, exempt position is based at 9200 Fair Oaks Blvd., Fair Oaks, CA 95628, operating Monday through Friday from 7:00 am to 5:00 pm, with occasional weekend commitments as required.

Compensation and Benefits

• Annual salary ranging from $70,304 to $75,000, based on experience
• Medical coverage plus a $3,000 Health Reimbursement Account to assist with medical expenses
• Dental and vision insurance
• 401(k) retirement plan
• Complimentary daily lunch and snacks

Key Responsibilities

• Oversee the Program Director’s calendar, meetings, agendas, and communications
• Maintain meticulous digital and physical filing systems
• Assist daily operations utilizing Paylocity, KIBU, Bloomerang, and Microsoft Office suite
• Develop and manage staff schedules, ensuring adequate coverage and regulatory compliance
• Produce regular reports on staffing, attendance, and program performance metrics
• Coordinate logistics for campus activities such as field trips, events, and staff meetings
• Monitor PEX card expenditures, reconcile receipts monthly
• Aid in budget monitoring and document Regional Center billing
• Prepare materials for volunteer activities and extracurricular programs
• Serve as a communication hub with timely follow-ups on initiatives
• Adhere to privacy and confidentiality standards in compliance with HIPAA, FERPA, and California privacy laws

Candidate Requirements

• Three to five years or more of experience in administrative or executive support roles
• Exceptional organizational ability, keen attention to detail, and system-oriented thinking
• Strong written and verbal communication skills
• Proficiency in Microsoft Office, Excel, and Google Workspace
• Capability to effectively manage multiple priorities and tasks professionally and efficiently
• Comfortable engaging with young adults on the autism spectrum
• Demonstrated proactive problem-solving aptitude and anticipation of operational needs

Work Environment

• Dynamic outdoor campus setting requiring physical activity, including walking up to 1.5 miles
• Exposure to weather and agricultural surroundings
• Occasional lifting tasks up to 50 pounds
• Supportive, collaborative team culture rooted in mission-driven work

Preferred Qualifications

• Associate’s or Bachelor’s degree
• Prior experience in human services, education, or fast-paced environments