Executive Assistant

$52,500 - $52,500/Yr

Unclassified - Buffalo, NY

Full-time - Entry Level

Buffalo, NY

About the position

The Executive Assistant is a vital member of the Community Action Organization of WNY team, providing comprehensive executive support to the Executive Vice-President and Chief of Education. This role is essential in facilitating the effective execution of the culture statement and guiding principles of the Head Start/Early Head Start Program. The Executive Assistant is responsible for a wide range of administrative tasks that ensure the smooth operation of the office and support the leadership team in their daily activities. Key responsibilities include managing an extremely active calendar for the Executive VP and Chief of Education, coordinating complex travel plans, and maintaining records in compliance with federal, state, and program guidelines. The Executive Assistant also provides general customer service to parents, community members, and staff, ensuring that all inquiries and requests are handled promptly and professionally. In addition to these duties, the Executive Assistant plays a crucial role in supporting the Policy Council by arranging logistics for meetings, drafting agendas, and distributing presentation materials. The position requires a high level of organization, attention to detail, and the ability to handle sensitive information with confidentiality. The Executive Assistant must prioritize conflicting needs and follow through on tasks to successful completion, often under tight deadlines. This role is not only about administrative support but also about fostering an environment of teamwork and collaboration within the organization.

Responsibilities

• Provides high-level administrative support in matters of grants, organizing, scheduling, coordinating, researching, compiling, exchanging and analyzing information, composing and preparing correspondence, and maintaining confidentiality of highly sensitive information.
• Coordinates and manages phone calls and emails for the Executive VP and Chief of Education.
• Manages an extremely active calendar for the Executive VP and Chief of Education.
• Maintains records in compliance with federal, state, and program guidelines.
• Provides general customer service to parents, community members, and staff.
• Serves as a support to the Leadership Team and Secretarial staff, ensuring smooth operation of day-to-day activities in the office.
• Arranges complex and detailed travel plans and itineraries, providing documents for travel-related meetings and completing expense and mileage reports.
• Works closely with the Office of Children and Family Services to ensure all licensing requirements are adhered to, assisting Principals with licensing requirements.
• Provides administrative support to the Policy Council, arranging and handling all logistics for Policy Council Meetings, drafting agendas, and distributing presentation materials.
• Prioritizes conflicting needs and handles matters expeditiously, proactively, and follows through on tasks/projects to successful completion, often with deadlines.
• Handles all program requisitions and mileage.
• Reviews, maintains, and approves time cards for the Head Start management team.
• Works with the Business Office in all fiscal-related matters (e.g., checks, Lease Agreements, Purchase Orders, etc.).

Requirements

• Professional proficiency in MS Office with the ability to accurately edit documents and slides.
• Professional proficiency in spoken and written English.
• Proven successful organizational and coordination skills; attention to detail is a must.
• Demonstrated ability to communicate and collaborate successfully with individuals and teams at all levels, both internal and external.
• Demonstrated ability to handle multiple tasks simultaneously, often with competing priorities.
• Proven ability to handle extremely sensitive information with the utmost confidence.
• Demonstrates initiative to learn quickly and become proficient in new systems, policies, and processes.
• Demonstrated commitment to fostering an environment of diversity, inclusion, and teamwork.