Head Start Administrative Assistant

Job Description

Job Description

Position Summary :

The Executive Assistant provides high-level administrative support to the Head Start Director, ensuring the seamless operation of daily activities and projects. Responsibilities include calendar management, email and phone communications, customer service, project coordination, data management, and proactive task completion.

This role also serves as a critical liaison for Head Start, supporting its members by coordinating meeting logistics, responding to administrative requests, and delivering top-tier customer service to clients, staff, and the community.

The position reports to the Program Director and operates under general supervision, with limited latitude for using independent judgment, discretion, and initiative.

Essential Job Duties :

• Manage the Head Start Directors calendar, prioritizing and scheduling meetings effectively.
• Screen and prioritize incoming emails, phone calls, and mail, ensuring timely attention to urgent matters.
• Draft and prepare confidential correspondence, memos, and reports.
• Provide excellent customer service by greeting and directing meeting participants.
• Maintain accurate records and organize official documents in compliance with organizational standards.
• Coordinate with the Coordinator-A / P to schedule Policy Council meetings, including venue arrangements, technological setup, and preparation of meeting materials.
• Attend Policy Council meetings to record, transcribe, and distribute minutes promptly.
• Respond to Policy Council members' administrative needs, ensuring their requests are addressed efficiently.
• Perform general office duties such as managing database records and basic bookkeeping tasks.
• Anticipate and address logistical needs for meetings and events.
• Ensure a welcoming and professional environment for all visitors and staff.
• Manage updates on ongoing projects and retrieve and compile data for decision-making.
• Support the Head Start Director in aligning with project timelines and goals.
• Notify parents and other stakeholders of official updates as directed by the Head Start Director.
• Uphold the confidentiality of all programs, staff, and family information.
• Foster professional relationships while maintaining appropriate boundaries with families and staff.
• Stay current with Personnel Policies and Procedures, Standards of Conduct, and OHS Standards.
• Exhibit exceptional proofreading skills to ensure accuracy in documentation.
• Demonstrate initiative and the ability to work independently with minimal supervision.
• Manage multiple tasks effectively, prioritizing responsibilities to meet deadlines.
• Maintain high ethical standards and professionalism when working with individuals from diverse backgrounds.
• All employees are expected to adhere to OWBC ethics expectations
• Must be able to cooperate and work effectively with others
• Must be diplomatic, honest, and fair
• Regular and punctual attendance is an essential function of the position
• Perform other duties as assigned or as they become apparent

Knowledge, Skills, and Abilities :

Ability to operate various word-processing software, spreadsheets, and database programs.

Minimum Qualifications :

Education and Training :

High School Degree; or

Associate Degree in Project Management, Business administration, or a related field preferred, and

2 years of experience in accounts payable, procurement, or similar financial roles

Licenses / Certifications :

Valid Texas drivers license.

Mental / Physical Tasks (F= Frequent, O=Occasional, R=Rarely) :

F | STANDING : required when making copies, meeting people, moving from work area to work area | F | HANDLING : reports, vehicles, laptops, keys

F | HEARING / TALKING / LISTENING : communicate with employees and others, answer the telephone, participate in meetings, give presentations | F | FINE DEXTERITY : operate computer, calculator, write, mouse, projector tools

F | SITTING : performing work at a desk while reading, writing, in meetings, driving, riding in a vehicle to sites and meetings | O | KNEELING / CROUCHING / CRAWLING : plug-in equipment when connecting PC components, plugging in cords, opening lower desk drawers

F | WALKING : from vehicle to site, area to area, to the copier | F | BENDING / TWISTING : to reach files, reports, handle paper, reach drawers

F | GRASPING / HOLDING : holding binders, phones, tablets, and work resources | F | BALANCING : standing, reaching, driving

F | LIFTING / CARRYING : report binders, paper, laptop, and supplies up to 50 lbs. | F | VISION : to drive and assist individuals in medical need

F | PUSHING / PULLING : open / close file / copier drawers, open & close doors, rolltop carriers | F | FOOT CONTROLS driving

F | DRIVING : scheduled and unscheduled trips to and from meetings and sites | | OTHER

F | REACHING : answer the phone, reach for files and reports, plug in a laptop | |

Working Conditions :

Working in a fast-paced environment with priorities and plans that may change rapidly.

Working on weekends, evenings and some holidays may be required.