Job Type
Full-time
Description
Under the direction of the Senior Vice President of ECS, the Executive Assistant handles various administrative functions related to the management of the Early Childhood Services departments and provides administrative office support for the Senior Vice President of ECS.
Requirements
- Associate's degree in business or social service-related fields required; bachelor's degree preferred.
- 3 years of demonstrated administrative assistant experience in a professional office environment is required.
- Prior Experience as an Executive Assistant and Bilingual preferred.
Supervisory Responsibility
Directly supervises the Porter-Leath's receptionist at the main office. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
Essential Functions
Professionally interact and coordinate with internal Early Childhood management, staff, service providers and parents. Administrative support will require a high volume of external contacts on a daily basis.Schedules and arranges for travel as requested for Early Childhood staff members and parents.Provides meeting support by arranging for meeting rooms and refreshments. Takes minutes by hand or by machine and transcribes notes on the computer.Answer phones, take messages, and refer callers to the appropriate staff member or department.Reads and routes incoming mail with attached file / notes regarding the mail. Processes outgoing mail from the administration office.Clerical duties include formatting, typing and finalizing memos, letters, agreements, establishing and effectively using filing systems, faxing and making copies.Manages filing of documents for Early Childhood center and school based programs.Prepares reports as necessary by collecting information, analyzing data, preparing the report and submitting the report for the Senior Vice President's approval for both Policy Council and Governing Board.Represent the Senior Vice President and / or other Early Childhood department leaders as needed by greeting visitors and relaying information as required.Provide administrative support for the Early Head Start Policy Council to include coordinating meetings, developing and mailing meeting information / agendas, maintaining telephone directories, attending meetings, taking minutes and distributing minutes / follow-up items.Assist with special projects as assigned; contribute to team effort by performing related tasks as assigned.Supports and serves as department representative for agency and department special events.Assist with translation as needed for Early Childhood departments and other Porter-Leath programs as needed.Work in collaboration with the Senior Vice President, Finance, and Health team to track and code billing for all service providers.Provides direct supervision,training, and support of the Administration Receptionist.Develop professional development goals and provide ongoing training opportunities for growth and development.Conduct annual performance appraisals.Ensure coverage of the Receptionist desk at all times by securing staff members to cover desk during scheduled and unscheduled off days.Keep the Receptionist area clean and free of loitering to maintain professionalism needed for guests entering and exiting the building.Assist with training and ongoing professional development of Receptionists and Administrative Assistants with Early Childhood and Porter-Leath.Assist with review, monitoring, research of Early Childhood database as needed to support staff and parents.Perform according to the standards set forth by Head Start, NAEYC, COA, Tennessee Department of Human Services and other regulatory entities.Assure the security of the staff and department resources by greeting visitors and directing authorized individuals to proper office locations. Support front desk receptionist as needed.Maintain office supplies inventory by checking stock levels regularly, anticipating needed supplies, placing and expediting orders and verifying receipt of supplies.Contribute to team effort by performing other duties as assigned.Knowledge, Skills & Abilities
Organizational skills to determine workload priorities and complete a variety of tasks comprising a heavy workload in a timely manner. Ability to plan work / tasks / projects proactively. Proven record of and ability to be dependable and self-motivated to meet expectations and deadlines. Practical problem-solving skills, initiative and resourcefulness in performing varied tasks.Knowledge of professional office procedures.Ability to show excellent attention to detail. Ability to follow-up to assure details are handled properly and in a timely manner.Excellent communication skills to include telephone skills and manners. Excellent writing skills to include knowledge of proper grammar, spelling, punctuation and sentence structure. Proofreading and editing skills. Presentation skills to interact with diverse individuals.Computer proficiency to include Microsoft Word, Excel and Powerpoint, knowledge of database management, e-mail and the Internet. Significant word processing speed using a computer.Ability to maintain a high level of confidentiality and objectivity.Skill to evaluate given information, research additional information needed, and evaluate and compile the information.Record keeping / writing skills to maintain accurate, up-to-date files so that information is readily researched and retrieved.Research skills using the Internet and other means.Ability to work as a team player to interact and assist all employees as necessary.Physical Demands
No unusual physical requirements, requires no heavy lifting, and nearly all work is performed in a comfortable indoor facility. Occasional-Routine deadlines; usually sufficient lead time; variance in work volume seasonal and predictable; priorities can be anticipated; some interruptions are present; on call as needed; minimal travel or other inconveniences may have short notice. Requires frequent sitting, handling objects with hands, talking, hearing, reaching; requires occasional standing, walking, lifting up to 10 pounds. Requires the ability to see color / black-white information in print and / or electronic form.
Special Conditions
This position requires a valid driver's license, a personal vehicle to travel locally, good driving record with appropriate level of automobile insurance.
NOTE : The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be constructed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
Salary Description
40,178 - $60,266
Salary : $40,178 - $60,266
