Program Assistant

Job Description

Job Description

We are looking for a highly organized and proactive Program Assistant to join our team in West LA. In this position, you will play a vital role in supporting the Program Management team, ensuring the seamless execution of executive roundtables and providing essential administrative assistance. This is a hybrid role, requiring two in-office workdays per week, and offers the opportunity to collaborate with senior leaders across various industries. The ideal candidate will have excellent writing skills, and a degree is preferred. You will communicate with C-level executives and their assistants on a daily basis, so excellent communication skills are imperative.

Responsibilities :

• Coordinate and manage logistical arrangements for executive roundtables to ensure smooth operations.
• Provide backup support to Program Managers during periods of absence, maintaining continuity of processes.
• Independently oversee the management of one or more roundtables, taking ownership of their success.
• Organize and schedule meetings with members, ensuring timely confirmations and communication.
• Monitor and track attendance, engagement, and other key performance metrics using tools like Salesforce.
• Prepare detailed materials, including member biographies, meeting packets, and other necessary documents.
• Conduct research to support business development efforts and contribute to strategic initiatives.
• Support ad hoc projects and tasks as assigned, ensuring timely and quality completion.
• Maintain a hybrid work schedule, working in the office two days per week.
• Proven ability to manage multiple tasks and deadlines with strong organizational skills.
• Excellent verbal and written communication skills, with a detail-oriented approach when interacting with senior leaders.
• Strong attention to detail and a commitment to maintaining accuracy in all tasks.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Experience handling sensitive and confidential information with discretion.
• Ability to work collaboratively in a team environment as well as independently.
• Familiarity with Salesforce or similar CRM software is a plus.
• Previous experience in event planning, project management, or administrative support is highly desirable.