Executive Office Manager

$47,840 - $56,160/Yr

ELLA ACADEMY OF EARLY EDUCATION - Cleveland, OH

Full-time - Mid Level

Cleveland, OH

About the position

The Executive Office Manager at Ella Academy of Early Education is responsible for ensuring the smooth and efficient operation of the center's administrative functions while providing high-level support to the leadership team. This role involves managing day-to-day office activities, overseeing communication between staff and parents, maintaining office systems, and supporting the executive team in their operational and strategic tasks. The Executive Office Manager plays a crucial role in maintaining a positive, well-organized environment for staff, parents, and children.

Responsibilities

• Provide executive-level administrative support to the center director, managers, and leadership team.
• Manage and maintain calendars, schedule meetings, and coordinate travel or off-site events for leadership.
• Prepare reports, presentations, newsletters, and other communications for staff, parents, and board members.
• Respond to emails, phone calls, and inquiries in a timely and professional manner.
• Oversee the daily operations of the office, including managing office supplies, equipment, and resources.
• Ensure that all administrative systems are up to date and compliant with state regulations.
• Maintain records of children's attendance, health records, and necessary licensing documentation.
• Ensure the office environment is clean, safe, and organized for staff, parents, and visitors.
• Act as the primary point of contact between the center leadership team, staff, parents, and external stakeholders.
• Handle inquiries from parents regarding enrollment, schedules, policies, and center activities.
• Support the leadership team in communicating policies, updates, and news to parents and staff.
• Organize parent-teacher conferences, open houses, and special events, ensuring smooth communication and logistics.
• Assist in the coordination of staff schedules, time-off requests, and training sessions.
• Support the recruitment process by maintaining job postings, scheduling interviews, and assisting with onboarding of new staff.
• Help track staff certifications, training, and continuing education requirements to ensure compliance with state licensing standards.
• Assist with financial administration, including tracking billing, payments, and invoicing for parents.
• Help with budget preparation, purchase orders, and managing expenses related to the center's operations.
• Maintain records of financial transactions and assist with the preparation of monthly or annual reports for the leadership team.
• Ensure that the center is in compliance with local, state, and federal regulations regarding health, safety, and child welfare.
• Maintain licensing documents and ensure that the center meets all regulatory and safety standards.
• Prepare reports for local regulatory bodies or accrediting agencies as required.
• Plan and organize special events such as seasonal parties, family engagement activities, and fundraising efforts.
• Coordinate community outreach and engagement activities to promote the center's mission and services.
• Help plan educational programs or initiatives that support the center's goals.

Requirements

• Proven experience in office management or administrative roles, preferably in a childcare or educational environment.
• Strong organizational skills and the ability to manage multiple tasks and deadlines.
• Knowledge of childcare center operations, licensing requirements, and safety standards.
• Excellent written and verbal communication skills.
• High proficiency with office software (Microsoft Office, Google Workspace) and familiarity with childcare management software.
• Ability to work effectively with children, parents, staff, and external partners.
• Strong attention to detail and ability to handle sensitive information with confidentiality.

Nice-to-haves

• Experience in managing childcare center administrative functions or similar environments.
• Knowledge of early childhood education principles and regulatory compliance.
• Bachelor's degree preferred not required or equivalent experience in business administration, early childhood education, or a related field.
• Experience with financial management, including invoicing and budgeting.

Benefits

• Relocation assistance
• Health insurance
• Dental insurance
• 401(k)
• Paid time off
• Employee assistance program
• Vision insurance
• Employee discount
• Professional development assistance
• Referral program