Administrative Assistant - Executive Director

The Administrative Assistant supports the Executive Director (who oversees all aspects of childcare operations, youth programs, and support services) by managing schedules, communications, meetings, and documentation to maintain efficient daily operations. The position also assists with budgeting, travel coordination, financial processes, and maintaining calendars, records, and SharePoint sites. Additionally, the Administrative Assistant serves as a liaison across departments, supports program and facility coordination, and demonstrates strong organization, prioritization, and professional communication skills.

Essential Job Duties:

• Provides high-level administrative support to the Executive Director, including preparation of reports, correspondence, and official documentation.

• Assists in the development, monitoring, and reconciliation of departmental budgets in coordination with the Accounting Department.

• Manages and prioritizes the Executive Director’s calendar, coordinating schedules, tracking key events, and ensuring efficient time management.

• Coordinates meetings and events by preparing agendas and materials, scheduling facilities, arranging logistics, and documenting outcomes.

• Oversees travel coordination, including itineraries, reservations, budget tracking, and submission of post-travel reimbursement documentation.

• Maintains and updates organizational procedures, ensuring accurate recordkeeping and adherence to established revision processes.

• Processes financial transactions, including purchase orders, requisitions, check requests, and departmental credit card reconciliations.

• Serves as a liaison across departments and with external partners to facilitate communication, coordination, and timely resolution of issues.

• Maintains and updates SharePoint sites and administrative systems to ensure accurate and accessible organizational information.

• Supports operational coordination for programs and facilities, including scheduling, activity planning, and management of reservation systems.

Requirements

A high school diploma or GED equivalency is required.

An Associate degree in a business-related field or completion of college courses in a business-related field is preferred.

A minimum of 3 years of administrative assistant experience is required.

Proficiency in Microsoft Office for Windows applications (word processing, database, spreadsheet, e-mail, presentation graphics, etc.) is required.

Proficiency in general office equipment operation is required.

Must possess exceptional time management and detail-orientation skills.

Must be able to work independently.

Must be at least 21 years of age.

Bending, lifting, grasping, fine hand/eye coordination, pushing/pulling, prolonged sitting/standing.

Must possess a valid driver’s license.

Must be available for travel as needed.