Job Description

Job Title: Executive Program Assistant

Location: Santa Barbara

Reports To: Program Admin/ COO / Executive Director 

About Us:

Organic Soup Kitchen is dedicated to providing nutrient dense organic SoupMeals to cancer patients, seniors and those with chronic illnesses. We are seeking a passionate and organized individual to join our team as an Executive Program Assistant. This position offers an exciting opportunity to support a variety of community-focused programs, ensuring that our mission is achieved with efficiency and impact.

Position Summary:

The Executive Program Assistant provides administrative and operational support to the program team, assisting with the planning, coordination, and execution of the nonprofit’s programs and activities. The ideal candidate will be highly organized, detail-oriented, and able to work effectively in a fast-paced, mission-driven environment.

Key Responsibilities:

• Program Support:
• Assist in the planning, development, and implementation of programs and services.
• Coordinate logistics for events, workshops, meetings, and community outreach activities.
• Maintain up-to-date records of program activities, including participant lists, attendance, and program materials.
• Prepare and distribute program-related communications, such as newsletters, invitations, and reminders.
• Data Management & Reporting:
• Assist in collecting and analyzing data related to program outcomes and effectiveness.
• Help track program metrics, milestones, and key performance indicators.
• Prepare reports, presentations, and other materials for internal and external stakeholders.
• Administrative Support:
• Provide general administrative support to the program team, including scheduling meetings, preparing agendas, and taking meeting minutes.
• Manage program files, documents, and records, ensuring they are properly organized and maintained.
• Assist in managing program budgets and tracking expenses.
• Client/Community Engagement:
• Serve as a point of contact for program participants, volunteers, and partners.
• Help recruit, train, and manage volunteers as needed for program activities.
• Maintain positive relationships with community members, stakeholders, and program partners.
• Other Duties:
• Support fundraising and grant writing efforts by gathering program data and success stories.
• Help with outreach and marketing efforts, including social media and website updates.

Qualifications:

• High school diploma or equivalent (Associate’s degree or higher preferred).
• Bi-lingual in Spanish and English a must 
• Previous experience in nonprofit organizations, program coordination, or administrative roles is a plus.
• Strong organizational skills and attention to detail.
• Customer service orientated
• Drivers License and transportation a must
• Ability to lift up to 40 lbs 
• Self Starter
• Inquisitive 
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Proficient in Google Docs, sheets, power point, etc (Word, Excel, PowerPoint) and familiarity with nonprofit databases or software (e.g., Salesforce is a plus).
• Passion for the nonprofit sector and commitment to the organization’s mission.
• Ability to work independently and as part of a team.

Working Conditions:

• Part-time position with room to grow
• Occasional evening or weekend work may be required for events or program activities.

Compensation:

• Part-time position with room to grow
• Starting wage at $28-$30 hour depending on experience

How to Apply:

Interested candidates should submit a resume, with 2 professional references, and a cover letter outlining their qualifications and interest in the position to Andrea@organicsoupkitchen.org.

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