Executive Assistant to Program Director

Position Summary

Under the supervision of the Head Start/Early Head Start Program Director, perform secretarial and clerical work; organize, coordinate activities and communications across all

service areas.

Duties &

Responsibilities

• Perform secretarial and clerical work related to the function and programs to which assigned.

• Organize and establish filing and record-keeping system; sort and email and correspondence.

• Organize and coordinate workflow to assure the proper and timely completion of work. Greet visitors and answer telephones; provide information and assistance as appropriate, or redirect visitors and caller to the appropriate personnel.

• Use the computer to assist in monitoring records, requisition office supplies and materials to assure adequate inventory of supplies arranged for payment for purchase orders.

• Compose, prepare and distribute correspondence, handouts, meeting agendas and other materials; prepare records flyers, list and other materials; file materials, type inter-office communications, requisitions, forms letters, reports, and other materials as directed.

• Maintain time sheets; assist with scheduling, arranging appointments and meetings.

• Organize workshop and meeting materials.

• Use computer and assigned software to maintain records.

Job

Requirements

• Associates degree and experience preferred

• A minimum of 2 years in an administrative role familiar with EHS/HS program environment. Experience selecting and managing contractors and other service providers

• Bilingual (Spanish/English) preferred

• Excellent interpersonal communication and organization skills

• Ability to pass a criminal record and child abuse/neglect registry check

• Must have a valid Drivers License, access to reliable transportation and willingness to travel locally

• Experience in working in childcare, educational programs delivery or social service providing organizations a

strong plus

• Takes initiative in managing competing organizational and departmental priorities and ability to work effectively

under pressure when facing extremely short deadlines

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to maintain confidentiality.

• Experience in leading and working with organizations govern by regulatory compliance.

• Excellent oral and written communication and presentational skills.

• Demonstrated capability to interface and maintain effective relationships with administration, staff, consultants, regulators and founders in a team-oriented environment.

• Capacity to assume responsibility for own professional development.

• Detail oriented, logical, and methodological approach to problem solving.

• Ability to plan and schedule the work of others.

• Flexible, with the ability to work in a highly demanding, stressful environment.

• Proficiency using word-processing system.

• Ability to cooperate successfully as a member of a team.

• Ability to communicate effectively with others, including giving and receiving feedback on the quality of services.

Language

Skills

• Ability to read and speak English proficiently.

• Bilingual-Spanish preferred.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk, hear and see.

• The employee frequently is required to stand, walk, sit; use hands to handle or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl.

• The employee must occasionally lift and/or move up to 30 pounds.

• Specific vision requirements include the ability to see at close range.

• At times, may require more than 40 hours per week to perform the essential duties of the position.

• Transportation time spent commuting between sites for meetings, trainings, in-services, and home visits.

• The employee is required to travel.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Internal office space.

• The noise level in the work environment is usually moderate.

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Last updated on Jan 21, 2025