Administrative Assistant

About DAY ONE Early Learning Community

DAY ONE Early Learning Community is a 501(c) 3 social impact organization dedicated to strengthening communities by investing in our youngest members. Founded in 2019 and led by Dr. Julie Riess and Geraldine Laybourne, we train exceptional teachers, empower families, and deliver high-quality early learning experiences—centered in equity, inclusion, and social justice. Our work spans New York State, uplifting historically marginalized communities and advancing systemic change in early childhood education.

As we continue to grow, we’re seeking a full-time Administrative Assistant to support our Site Director in the daily operations of our year-round early learning center. The Administrative Assistant will provide essential administrative, operational, and logistical support to ensure the center runs smoothly and efficiently. You will manage vendor relationships, coordinate facility operations, and assist with compliance to ensure alignment with New York OCFS regulations. Additionally, you’ll maintain attendance records for invoicing, grant applications, and reporting.

This position is ideal for a detail-oriented professional with experience in administrative support, operational management, and vendor coordination. Bilingual proficiency in English and Spanish is required, as you will also serve as a key point of contact for families and community partners. If you are passionate about supporting early childhood education and enjoy a dynamic, collaborative environment, we invite you to join our team.

Core Responsibilities:

The Administrative Assistant supports the Site Director in all aspects of administration, curriculum and pedagogy, and the daily operation of the early learning center. This position plays a key role in ensuring smooth center operations, maintaining compliance with regulations, and supporting staff, families, and vendors.

Administrative Support:

• Provide direct administrative support to the Site Director, including managing calendars, scheduling meetings, and preparing materials.
• Answer phones, manage incoming communications, and ensure timely responses.
• Maintain accurate records, files, and documentation.
• Assist with preparing reports for grants, licensing, and other regulatory requirements.
• Manage attendance sheets for invoicing, grant applications, and reporting.
• Utilize Google Suite for document management, spreadsheets, and presentations.

Facility and Vendor Management:

• Act as the primary liaison with vendors and contractors to ensure the center complies with New York Office of Children and Family Services (OCFS) regulations and other local requirements.
• Coordinate facility maintenance, repairs, and supply orders.
• Maintain organization of the office and shared spaces, including storage areas.
• Oversee deliveries and ensure the center remains well-stocked with necessary supplies.

Family and Child Support:

• Greet and assist parents and guests at the front door, ensuring all sign-in and security protocols are followed.
• Communicate with families as needed to support the well-being of children.
• Maintain updated contact information for families and staff.

Event Coordination and Errands:

• Coordinate logistics for onsite events, meetings, and professional development sessions.
• Manage meal procurement and support food service coordination.
• Run occasional errands, including weekly laundry and supply pickups.

Compliance and Operations:

• Support the Site Director in maintaining compliance with all NY OCFS regulations.
• Monitor administrative systems to ensure records are up to date and accessible.
• Assist with maintaining emergency contact information and safety procedures.

Qualifications

• High school diploma or equivalent required; Associate’s degree or higher preferred.
• Bilingual in English and Spanish required.
• Experience in an administrative or office support role, preferably in an early childhood or education setting.
• Proficiency in Google Suite (Docs, Sheets, Slides, Gmail, Calendar).
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Ability to lift up to 50 lbs and perform occasional physical tasks.
• Knowledge of early childhood education programs, licensing, and regulatory compliance is a plus.
• Ability to work independently and collaboratively in a team environment
• Available to attend evening or weekend events as required

Job Type: Full-time

Pay: $43,000.00 - $45,500.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $43,000 - $45,500