Executive Assistant

JOB DESCRIPTION

TITLE OF POSITION: Executive Assistant

IMMEDIATE SUPERVISORS: Executive Director

FLSA Status: Non-exempt

GENERAL SUMMARY: The Executive Assistant perform administrative tasks, filter and attend to the day-to-day functions of the ED. This role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the ED’s needs.

ESSENTIAL FUNCTIONS

The Executive Assistant supports the Executive Director with providing administrative and clerical support on a wide array of programming needs. The Executive Assistant duties include creating official program correspondence and must maintain impeccable record keeping. Additional duties include but not limited to, scheduling, grant reporting, office management and general program support. Must be proficient on a wide array of computer programs and have good organization skills. Requires handing of confidential information, must be flexible to meet changing program needs and the ability to take on special projects as assigned. Prior knowledge of the Head Start Performance Standards and Michigan Child Care Licensing regulations is a plus.

EDUCATION AND/OR EXPERIENCE

• Associate in Office Administration, Office Management, and Business, or related field is required.
• A minimum of two years’ prior experience working in an office environment.
• Prior Early Head Start/Head Start experience is preferred.
• Knowledge of state licensing rules and guidelines.

PRINCIPLES DUTIES AND RESPONSIBILITIES

• Develop and maintain a system to compile, document, and order materials for Admin office.
• Develops, in conjunction with the Executive Director, reports and documents that support the daily operations of the EHS-CCP team.
• Provides administrative and clerical support to the Executive Director.
• Prepares confidential documents, official program correspondence and reports with a high level of professionalism and accuracy.
• Ensure all federal reporting is completed accurately and timely.
• Designs and develops original program reports to support the program.
• Coordinates activities and meetings of TOFMHS EHS-CCP programs.
• Handles a wide variety of activities and special projects to support TOFMHS programs as requested.
• Identifies administrative needs, problems, weaknesses, strengths and requirements that are not being met; facilitates appropriate action to ensure correction.
• Responsible for meeting scheduling and maintaining Executive Director's and program calendars.
• Develops and maintains program files and tracking systems for Grantee files correspondence and other records.
• Monitors and maintains all forms and materials necessary for the smooth and efficient operation of business related operations within the program.
• Addresses of incoming calls, emails, and arising matters with professionalism and efficiency.
• Coordinates and arranges meetings, prepares agenda, reserves and prepares facilities, and records and transcribes minutes of meetings or Grantee/Delegate meetings.
• Orders and maintains supplies, and arranges for equipment maintenance as needed.
• Acts as a member of the team and will therefore, be responsible for dealing with crisis situations when appropriate and necessary.
• Maintains confidentiality of information at all times.
• Assists with other program related responsibilities as needed.
• Will be actively involved with grant reapplications.
• Cooperates in any investigation related to personnel, licensing, accreditation or other
• circumstances.
• Performs special assignments as required that are needed for the smooth operation of the program.
• Attends all agency and departmental meetings and training as required.
• Have a strong understanding of In-Kind and non-federal match to best negotiate pricing with vendors.
• Work closely with the Fiscal department to become knowledgeable of the program accounts.
• Performs other reasonable duties as assigned by supervisor or other management.

LANGUAGE SKILLS:

• Ability to write reports, business correspondence and procedure police and/or manuals.
• Ability to effectively present information and respond to questions from staff, parents and community stakeholders.
• Ability to communicate with staff and parents with low literacy levels.

TECHNICAL SKILLS:

• Excellent knowledge of productivity applications such as Microsoft Office (Word, Excel, Publisher, Access, Outlook) and other technology to support efficient and effective office operation.
• Experience with databases utilized by Head Start programs, i.e. Child Plus, COPA, etc. (preferred)

INTERPERSONAL SKILLS:

• Ability to work independently with minimal management guidance.
• Excellent oral and written communication skills.
• Possess excellent customer service and communication skills with a client-centered focus.
• Ability to build a positive rapport with others and to serve diverse communities.
• Establish and meet deadlines;
• Prioritization of tasks and optimize efficiency;
• Work with all members of the community regardless of race, gender, age and cultural or ethnic background;
• Work cooperatively with supervisors, colleagues and all agency staff;
• Accept supervision and demonstrate interest and willingness to continue his/her personal and professional growth and skill development;
• Demonstrate a commitment to the welfare of the children and families the program serves and to the delivery of quality services;
• Represent the agency in a professional manner.

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 stand; walk; use of hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl and talk or hear.

WORK ENVIRNOMENT

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. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

E.E.O.C. STATEMENT

We are an equal opportunity employer. It is the our policy not to discriminate in its employment and personnel practices because of a person's race, color, creed, religion, sex, national origin, age, height, weight, marital status, disability or any other basis protected by federal, state, or other applicable law.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) match
• Dental insurance
• Health insurance
• Paid time off
• Life insurance
• Vision insurance
• Mileage reimbursement
• Paid Holidays

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to commute/relocate:

• Detroit, MI: Reliably commute or planning to relocate before starting work (Required)

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• Do you have an Associate in Office Administration, Office Management, and Business, or related field is required?
• Are you familiar with the Head Start Performance Standards?
• Are you familiar with the state licensing requirements for Early Head Start/Child Care Centers?

Education:

• Bachelor's (Required)

Experience:

• Early Head Start: 1 year (Preferred)
• Executive Assistant: 2 years (Required)
• Microsoft Office (Excel): 1 year (Required)
• Office Management: 1 year (Required)

Work Location: In person