Executive Assistant at Lulac Head Start Inc

New Haven, Connecticut, United States -

Full Time

Start Date

Immediate

Expiry Date

13 Jun, 26

Salary

65000.0

Posted On

15 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Drafting Correspondence, Proofreading, Editing, Travel Coordination, File System Maintenance, Supply Ordering, Meeting Coordination, Minute Taking, Confidentiality, Deadline Monitoring, Public Communication, Organizational Planning, Report Preparation, Fiscal Control Assistance, Grant Writing Assistance

Industry

Non-profit Organizations

Description

Description 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 Requirements 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

Responsibilities

This role primarily supports the Executive Director by managing office duties, screening communications, drafting documents, and maintaining complex schedules and filing systems. The assistant also coordinates meetings, assists with strategic planning, and liaises between various internal and external stakeholders.