Executive Assistant

3 weeks ago


Milwaukee, Wisconsin, United States Malaika Early Learning Center Full time
Job Summary

The Executive Assistant position at Malaika Early Learning Center provides administrative support to the CEO and other members of the leadership team. This role requires excellent communication skills, customer service, and organizational skills to maintain confidentiality and handle a wide variety of responsibilities.

Key Responsibilities
  • Provide administrative support to the CEO and other leadership team members
  • Answer telephones, route calls, and respond to inquiries in a courteous and professional manner
  • Greet parents, children, staff, visitors, vendors, and volunteers in a welcoming and friendly manner
  • Responsible for the opening and closing of the facility as scheduled
  • Review requests for office supplies, obtain approval, and complete purchases in a timely manner
  • Coordinates the maintenance of office equipment
  • Opens and distributes mail accordingly
  • Accurately documents student attendance for the facility
  • Prepare and submit attendance to the Department of Children and Families for childcare payments
  • Prepares invoices for child care tuition and provides to families
  • Monitor and maintain payments from parents to ensure fiscal responsibilities are met
  • Prepare and give parents receipts for all receivables
  • Monitor family information forms to ensure the most updated information is on file
  • Work collaboratively with staff to ensure that all state and federal emergency procedures are implemented effectively
  • Handle all sensitive information in a professional and confidential manner
  • Provide administrative assistance to the CEO or other leadership team members as requested
  • Maintain inventory of office supplies to ensure efficient and effective operations of the facility
  • Submit staff requests for maintenance supplies and classroom repairs to the property manager
  • Work effectively with diverse groups successfully in a fast-paced, collaborative, team-oriented organization
  • Attends Malaika's board and staff meetings, and family events
  • Performs other duties and assumes additional responsibilities as assigned
Requirements
  • Bachelor's degree required
  • Strong work tenure: 5 to 10 years of experience supporting Executives and Directors, preferably in a professional service environment
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Document Management Solutions (iManage), virtual meeting software (Webex, Teams, Zoom), and social media platforms
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Proven interpersonal skills and ability to build relationships with stakeholders, including staff, board members, external partners, and donors
  • Expert-level written and verbal communication skills
  • Demonstrated proactive approaches to problem solving with strong decision-making capabilities and emotional maturity
  • Highly resourceful team player with the ability to be extremely effective while working independently
  • Proven ability to handle confidential information with discretion, be adaptive to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Forward-looking thinker who actively seeks opportunities and proposes solutions
Benefits
  • Potential for monthly bonuses due to our 5-star Youngstar rating
  • Medical insurance (United Healthcare) after 60 days of employment. Malaika pays 70% of premiums
  • Dental insurance (Delta Dental) after 60 days of employment. Malaika pays 70% of premiums
  • Vision insurance (DeltaVision) Voluntary
  • AFLAC (Voluntary)
  • Free $15,000 life insurance policy (After 60 days of employment)
  • 403b retirement plan (No company match)
  • 56 hours of PTO after 90 days of employment
  • 40 hours of vacation after 1 year of employment
  • 11 paid holidays after 90 days of employment
  • Professional Development opportunities


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