Program Manager

Job Title: Executive Administrative Assistant
Compensation: $20.00 – $25.00 per hour (DOE)
Employment Type: Full-Time
Location: San Bernardino, CA 92408
Work Setting: In-Person
Reports To: Executive Director / Program Director

Position Overview

The LOVE Program is seeking a highly organized, detail-oriented, and proactive Executive Administrative Assistant to provide comprehensive administrative, operational, and executive-level support. This is a full-time, in-person role that plays a critical function in maintaining organizational efficiency, supporting leadership, and ensuring smooth day-to-day office operations.

This position requires a professional who can manage multiple priorities, exercise sound judgment, maintain confidentiality, and take initiative in a fast-paced nonprofit environment. The ideal candidate is dependable, resourceful, and aligned with the mission of serving the San Bernardino community.

Key ResponsibilitiesExecutive-Level Support

• Provide direct, high-level administrative support to the Executive Director and leadership team
• Manage complex calendars, scheduling, and coordination of meetings, appointments, and events
• Prepare meeting agendas, reports, presentations, and take detailed meeting minutes
• Draft, edit, and manage professional correspondence, emails, and official documents
• Track priorities, deadlines, and follow-ups for executive leadership
• Assist in coordinating strategic initiatives and special projects

Office Management & Daily Operations

• Oversee and manage all day-to-day office operations to ensure efficiency and professionalism
• Maintain organized filing systems (both digital and physical) and document control processes
• Manage office supplies, equipment, and vendor coordination
• Ensure office readiness for daily operations, meetings, and program activities
• Serve as the primary front office contact, greeting visitors and handling calls and inquiries
• Troubleshoot administrative or operational issues as they arise

Administrative Coordination & Systems Management

• Maintain accurate records, databases, and internal tracking systems
• Support internal communication across departments and staff
• Develop and improve administrative workflows and procedures
• Ensure proper documentation and organization of internal files and reports
• Maintain confidentiality of sensitive organizational and participant information

Program & Organizational Support

• Provide administrative assistance to program staff and leadership as needed
• Support scheduling and logistics for workshops, meetings, and program activities
• Assist with onboarding processes for new hires and volunteers
• Help track program documentation, attendance, and reporting requirements

Grant & Compliance Support

• Assist with preparation and organization of grant application materials
• Support grant submissions by compiling required documentation and data
• Track grant deadlines, reporting schedules, and compliance requirements
• Maintain organized grant files and assist with reporting documentation

Community Engagement & Outreach Support

• Assist with planning and coordination of community outreach activities and events
• Support tabling efforts, including preparation of materials and on-site participation when needed
• Help maintain and update partner and stakeholder contact lists
• Support communication and coordination with community partners

QualificationsRequired

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)
• Minimum of 2–3 years of administrative or executive support experience
• Strong organizational, multitasking, and time management skills
• Excellent written and verbal communication abilities
• High level of professionalism, discretion, and confidentiality
• Proficiency in Microsoft Office (Word, Excel, Outlook) and/or Google Workspace
• Ability to work full-time, in-person in San Bernardino, CA
• Ability to prioritize tasks and meet deadlines in a fast-paced environment

Preferred

• Experience working in a nonprofit or community-based organization
• Familiarity with grant processes, reporting, or compliance documentation
• Bilingual (English/Spanish strongly preferred)
• Experience with CRM systems, databases, or administrative software
• Experience supporting executives or senior leadership

Core Competencies

• Strong attention to detail and accuracy
• Organization and administrative excellence
• Professional communication and interpersonal skills
• Problem-solving and proactive thinking
• Confidentiality and integrity
• Adaptability and reliability
• Ability to take initiative and work independently

Work Environment

• Fully in-person position based in San Bernardino, CA 92408
• Office-based with regular interaction with staff, participants, and community members
• Occasional support at community events and outreach activities (including tabling)
• May require occasional evenings or weekends depending on organizational needs

Compensation & Benefits

• Hourly rate: $20.00 – $25.00, depending on experience
• Full-time position with consistent hours
• [Optional: Health, dental, and vision insurance]
• [Optional: Paid time off (PTO)]
• [Optional: Retirement plan options]
• Professional development opportunities
• Opportunity to support meaningful, community-centered work

How to Apply

Please submit the following:

• Resume
• Cover Letter (optional but encouraged)
• References (upon request)

Submit applications to: DHawkins@lovenonprofit.com
Application Deadline: April 30, 2026

Equal Opportunity Statement

The LOVE Program is committed to creating an inclusive and equitable workplace. We encourage applicants from all backgrounds and experiences to apply.

About the LOVE Program

The LOVE Program is a community-focused initiative dedicated to empowering individuals and families through supportive services, skill-building opportunities, and access to critical resources. The program centers on fostering personal growth, stability, and long-term success by addressing barriers to opportunity and promoting self-sufficiency.

Through direct support, mentorship, educational programming, and strong community partnerships, the LOVE Program creates pathways for individuals to build sustainable futures. The program is rooted in compassion, structure, and accountability, serving as a vital resource hub for the San Bernardino community.

Pay: $40,759.06 - $53,172.20 per year

Benefits:

• 401(k)
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $40,759 - $53,172