Administrative Executive
2 weeks ago
Department: Early Childhood
Reports To: Executive Vice-President and Chief of Education
Prepared By: Chelsea F. White, MOL
Annual Salary: $52,500
SUMMARY
The Administrative Executive plays a crucial role within the Community Action Organization of WNY. This position offers comprehensive executive assistance that enables the Executive Vice-President and Chief of Education to effectively implement the organizational culture and guiding principles of the Head Start/Early Head Start Program.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Key responsibilities include, but are not limited to:
1. Providing high-level administrative support in areas such as grants management, scheduling, coordination, research, information analysis, and correspondence preparation while ensuring confidentiality of sensitive information.
2. Managing a highly active calendar for the Executive Vice-President and Chief of Education.
3. Maintaining records in accordance with federal, state, and program guidelines.
4. Offering general customer service to parents, community members, and staff.
5. Supporting the Leadership Team and secretarial staff to ensure smooth daily operations.
6. Arranging complex travel plans and itineraries, and preparing documents for travel-related meetings, including expense and mileage reports.
7. Collaborating with the Office of Children and Family Services to ensure compliance with licensing requirements and assisting Principals with related tasks.
8. Providing administrative support to the Policy Council, including logistics for meetings, agenda drafting, and distribution of materials.
9. Prioritizing conflicting needs and managing tasks proactively to ensure timely completion.
10. Handling program requisitions and mileage, as well as reviewing and approving time cards for the Head Start management team.
11. Collaborating with the Business Office on fiscal matters, including checks, lease agreements, and purchase orders.
QUALIFICATIONS
- Proficient in MS Office with strong editing skills.
- Excellent spoken and written English communication skills.
- Proven organizational and coordination abilities with meticulous attention to detail.
- Demonstrated capacity to collaborate effectively with diverse teams and individuals.
- Ability to manage multiple tasks with shifting priorities.
- Experience handling sensitive information with discretion.
- Initiative to quickly learn and adapt to new systems and processes.
- Commitment to fostering diversity, inclusion, and teamwork.
EDUCATION AND EXPERIENCE
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