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About the Role
Provide high-level administrative support to the Head Start Director, including calendar scheduling, communication, customer service, and data management. This role also involves office management and project support for Policy Council members, logistical arrangements for meetings, and supervising the Receptionist to ensure high levels of customer service.
Responsibilities
- Prepare and draft confidential administrative correspondence, memos, and reports.
- Answer phone calls, direct calls, and take messages.
- Attend meetings to record minutes.
- Compile, transcribe, and distribute minutes of meetings.
- Coordinate the Head Start Director's schedule.
- Perform general office duties, including ordering supplies, maintaining records, and basic bookkeeping.
- Screen and prioritize incoming mail.
- Greet and direct meeting participants.
- Establish and maintain official documents and records.
- Provide official notifications to parents as directed.
- Assure confidentiality of all program information and family/staff records.
- Maintain professional boundaries with staff and families.
- Report suspected child abuse or neglect within 48 hours.
- Comply with Child Inc. Personnel Policies and Procedures, Standards of Conduct, and OHS Standards.
Requirements
- Must have excellent proofreading skills.
- Must be a self-starter and work well with minimal supervision.
- Must be flexible with work hours and willing to work overtime when needed.
- Must have the ability to deal with many tasks simultaneously and prioritize effectively.
- Must have the ability to work and maintain high standards of professional ethics with diverse populations.
- High School Diploma or GED required.
- Minimum of two (2) years' work in Senior Administration or Executive Assistant roles.
- Advanced level in Excel, Word, and PowerPoint.
- Excellent communication and public relations skills.
- Ability to deal with confidential issues.
- Experience in recording, transcribing, and distributing minutes of meetings.
- Must pass all criminal history background checks.
Skills
- Proofreading
- Prioritization
- Communication
- Public Relations
- Excel
- Word
- PowerPoint
- Customer Service
- Project Management
- Record Management
- Bookkeeping
- Meeting Minutes
Experience Level
- Minimum of two (2) years' work in Senior Administration or Executive Assistant roles.
Education Level
- High School Diploma or GED