Executive Assistant, Head Start

Burlington, NC, USA
negotiable Expires in 3 weeks

JOB DETAIL

Summary

The Executive Assistant provides a wide variety of professional support to the Executive Director, Head Start (ED) and Deputy Executive Director (DED) of Head Start, including preparing travel arrangements and expense reports, managing schedules and some correspondence and ensuring preparation for and timely follow up after meetings.. The Executive Assistant works with the ED and DED to schedule department meetings and provides other administrative support as requested.

The Executive Assistant is required to maintain the highest standard of confidentiality and demonstrate Save the Children’s core values of Accountability, Ambition, Collaboration, Creativity, and Integrity with internal and external stakeholders.

What You’ll Be Doing (Essential Duties)

  • Accountable for day-to-day decisions around execution of job, and for setting clear objectives and measures for self
  • Exercise independent judgment and discretion on significant matters related to functional area
  • Require little or no supervision on routine work assignments, but may require supervision to review work progress and results on non-routine work assignments

Specific duties include:

  • Provide administrative support to the ED and DED. (65%)
    • Manage calendars and logistics for internal and external meetings. Respond appropriately to shifts in priorities.
    • Ensure that ED and DED respond to correspondence in a timely manner.
    • Ensures that the ED and DED also prepare, with timely submission, action plans, trackers, and other reports required by USPA, the Office Head Start, or those initiated by the ED or DED .
    • Provide support for meetings and presentations, including preparing and circulating meeting agendas, prior to meetings and capturing notes, and key action items marked for follow-up during meetings.
    • Prepare travel arrangements and expense reports.
  • Ensure Head Start Administrative Office is run efficiently and effectively. (35%)
    • Serves as the initial point of contact for the Head Start Administrative office and the ED including:
    • Answering phones and greeting visitors
    • Scheduling appointments and maintaining calendars
    • Scheduling and coordinating staff and other meetings
    • Collating and distributing mail
    • Preparing communications, such as memos, emails, invoices, reports and other correspondence for the ED or DED
    • Writes and edits documents (letters, reports, and instructional documents)
    • Creates and maintains filing systems, both electronic and physical
    • Manages accounts and performs bookkeeping with vendors supporting the Admin office
    • Manages ED/DED contact lists and confirms accurate recordkeeping for external relationships and interactions
    • Provides assistance with logistic management and procurement needs for onsite meetings and off-site events, ED/DED field visits, conferences and retreats as requested.

Required Qualifications

  • You have a minimum of 3 to 4 years of experience as an executive-level administrative assistant
  • High School degree or equivalent relevant experience
  • Highly proficient in all Microsoft applications (Word, Outlook, PowerPoint, Excel.)
  • Strong organizational and coordination skills; attention to detail a must
  • Excellent interpersonal and communication skills (written and verbal) and team player
  • Ability to handle multiple tasks simultaneously, prioritize, and work independently
  • Proven ability to handle extremely sensitive, confidential information
  • Knowledge of additional office skills (video conferencing, live meeting set-up, travel, etc.)
  • Project management for special projects, initiative to learn and quickly become proficient with new systems, policies, and processes

Why you should join the Save the Children Team…

Save the Children US offers outstanding benefits that include health, dental, vision and life insurances, pet insurance, short-term and long-term disability coverage, an Employee Assistance Program, 403(b), generous vacation, personal sick leave, family leave, parental/adoption leave, commuter benefits, dress for your day, and much more.

 

Click here to learn more about how Save the Children US will invest in YOU!

About Save the Children

Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share. Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom Save the Children is in contact.

All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. In addition, it is Save the Children’s policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of child abuse. All our representatives are expected to conduct themselves in a manner consistent with this commitment and obligation. Any violations of this policy will be treated as a serious issue.

We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, handicap, disability


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

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