Executive Assistant at Lulac Head Start Inc – New Haven, Connecticut

Essential Functions

• Supports the Executive Director (ED) in meeting duties and responsibilities, and managing the Executive office
• Works collaboratively with all members of the management team in meeting the mission and vision of the organization
• Serves as a leader in the organization and positively contributes to the workplace climate
• Screen and prioritize emails, phone calls, and other communications on behalf of the ED or governing bodies, ensuring timely follow-through
• Draft, proofread, and edit correspondence, reports, and other documents
• Receives the ED 's telephone calls, and arranges meetings
• Maintains ED’s calendar, scheduling meetings, coordinating events and making appointments
• Assists with grant writing and preparation of grant applications as needed
• Reads, records and routes incoming mail
• Organizes and maintains file system, and files correspondence and other records
• Arranges and coordinates travel schedules and reservations of the ED
• Arranges meetings and sends correspondence on behalf of ED
• Prepares outgoing mail, memos and correspondence
• Works with management in supply orders, and arranges for equipment maintenance
• Participates in program strategic planning and self-assessment processes
• Coordinates and arranges meetings and staff events, including developing agendas, reserves and prepares facilities, and records and transcribes minutes of meetings
• Attends Board of Directors and Policy Committee meetings monthly and other special scheduled meetings (after hours)
• Works with the Board of Directors as needed, including preparing meeting minutes, collecting votes and scheduling meetings
• Maintain confidential files and records with discretion and accuracy
• Monitor deadlines, follow up on assigned tasks, and ensure timely completion of projects
• Assists in special projects on behalf the the ED
• May be required to support virtual or offsite events
• Communicates with staff and the public in the areas of program updates, policies, and procedure changes with internal software services, the internet and social media
• May serve as a liaison between program agency, board, grantee, policy groups, community agencies, and private sector
• Develops and coordinates an administrative organization plan which delegates staff tasks, maintains line of authority and provide for channels of communication
• Receives and maintains contracts, partnership agreements, and interagency agreements
• Researches and prepare reports and materials for presentations
• Develops and maintains documents filing and retrieval system for organizational correspondences and records; Maintains company documents and keeps them up to date
• Prepare, review and process documents, agreements and procurement bids requested by the ED
• Works with the fiscal department to maintain fiscal internal controls for checks and invoices
• Assists in the development of annual report
• Reviews and adheres to all program regulations, including the Head Start Performance Standards and childcare licensing requirements
• Additional responsibilities as required

Required Education, Experience & Skills

• Bachelor’s Degree in communication or related field
• Experience working in an office setting. Minimum of 7 years
• Experience working directly for a Supervisor, Manager or Director. Minimum of 5 years
• Proficiency in Google and Microsoft software applications, and other commonly used software
• Knowledge of and ability to effectively utilize the internet and social media platforms
• Ability to take initiative, prioritize, multi-task and manage multiple projects simultaneously
• Experience in non-profits preferred