Executive Assistant

CAO of WNY

Job Description

PERSONNEL MASTER COPY

Job Title : Executive Assistant

Department : Early Childhood

Reports To : Executive Vice-President and Chief of Education

Prepared By : Chelsea F. White, MOL

Prepared Date : April 2022

Approved By : Policy Council

Approved By : CAO Board

Annual Salary : $52,500

SUMMARY

The Executive Assistant is an integral part of the Community Action Organization of WNY team. The Executive Assistant provides comprehensive, executive support that facilitates the Executive Vice-President and Chief of Education’s ability to effectively carry out the culture statement and guiding principles of the Head Start / Early Head Start Program.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Provides high-level administrative support in matters of grants, organizing, scheduling, coordinating, researching, compiling, exchanging and analyzing information, composing and preparing correspondence, and maintaining the confidentiality of highly sensitive information, coordinates and manages phone calls and emails
• Manages an extremely active calendar for 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, Secretarial staff, and assures the smooth operation of day-to-day activities in the office
• Arranges complex and detailed travel plans and itineraries, and provides documents for travel related meetings, completing expense and mileage reports
• Works closely with Office of Children and Family Services to ensure all licensing requirements are adhered to, and assists Principals with licensing requirements
• Provide administrative support to Policy Council; arrange and handle all logistics for
• Policy Council Meetings, draft agendas, distribute presentation materials
• Prioritizes conflicting needs; 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 Head Start management team
• Works with the Business Office in all Fiscal related matters (e.g. checks, Lease Agreements, Purchase Orders, etc.)

QUALIFICATIONS

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 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 priorities

Proven ability to handle extremely sensitive information with the utmost confidence

Demonstrates initiative to learn quickly become proficient in new systems, policies, and processes

Demonstrated commitment to fostering an environment of diversity, inclusion, and teamwork

EDUCATION AND / OR EXPERIENCE

Associates degree (A.A) or equivalent from two-year college or technical school in Secretarial

• Science or Business;
• One year Business school training which includes keyboarding, and two (2) years progressively responsible secretarial experience;

High School Diploma which includes course work in MS Excel, Word, and four (4) years progressively responsible secretarial experience.

SUPERVISORY RESPONSIBILITIES :

The Executive Assistant is responsible for the supervision of Head Start / EHS program secretaries

GENERAL EXPECTATION

• Adhere to the confidentiality policies
• Works cooperatively with the Management Team to ensure full integration of programs.
• Respects confidentiality of information about agency staff, personnel issues, and other program operations.
• Strong commitment to maintaining confidentiality
• Plan, assign, coordinate, organize and prioritize work.
• Models direct, positive, honest, and respectful behavior in every aspect of work with children, families, staff, and community members.
• Energetically engages people, issues, and work.
• Applies the highest ethical standards to themselves and others daily.
• Supports others in their efforts to be productive and effective and succeed in work and life.
• Actively participates in teambuilding, which includes sharing ideas and mutual support of team members.
• Consistently uses interpersonal skills appropriate for individual styles, personalities, cultures, the nature of the work, and the environment in which the work is being done.
• Practices honest, respectful, and direct communication as well as active listening

CERTIFICATES, LICENSES, REGISTRATIONS : As required

PHYSICAL DEMANDS The physical demands described here represent those that an employee must meet to perform this job's essential functions successfully.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, this employee is regularly required to talk / hear and write / type.

The employee is required to sit, stand and walk. The employee must occasionally lift and move up to 25 pounds.

APPLICATION REQUIREMENTS AND EMPLOYMENT SCREENING :

Completing the CAO of WNY, Inc., application form, including submitting official college / university transcripts within a specified time frame.

Office of Head Start and child care licensing requires a criminal record check and fingerprinting to be completed before employment, must receive acceptable SCR clearance, and be free of criminal convictions for crimes against children (misdemeanor and felony).

Fingerprinting required. An initial physical examination record must be obtained upon hire. Valid Driver's License and insured vehicle for use on the job or acceptable alternative.

Employees must be fully vaccinated against COVID-19. As a condition of employment, the successful candidate must provide proof of their COVID-19 vaccination as part of the hiring process.

An exemption may be granted for religious or medical purposes, subject to approval based on the essential functions required of the position.

ACKNOWLEDGEMENT :

• I have read and understood the explanation and position description.
• I have the ability to complete the functions and duties outlined in the position description.
• The job description is intended to convey information essential to understanding the scope of the position, and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position.
• If I have any questions regarding the information I have read or the interpretation of any requirements, I will bring them to the attention of my supervisor.

Date : Signature : Name printed :

Name printed :

The Community Action Organization of Western New York, Inc. is an equal opportunity employer.

Compensation details : 52500-52500 Yearly Salary

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