Executive Assistant

Job Summary: As the Executive Assistant at SmartStart Developmental Learning Center you will play a crucial role in providing administrative support to the school's Executive Director. The Executive Assistant position requires a high level of organization, discretion, and professionalism, as you will be responsible for managing various tasks and projects to ensure the efficient operation of the school. The successful Executive Assistant candidate will have excellent communication skills, attention to detail, and the ability to handle sensitive information with confidentiality.

Responsibilities:

• Administrative Support:
• Oversee and manage daily office operations, including filing, data entry, and record-keeping.
• Coordinate and schedule appointments, meetings, and events for school staff and administration.
• Maintain and update student records, ensuring accuracy and compliance with regulations.
• Communication and Correspondence:
• Serve as the primary point of contact for parents, students, and visitors, providing excellent customer service.
• Manage incoming and outgoing communications, including emails, phone calls, and written correspondence.
• Coordinate communication flow within the school and with parents, staff, and external partners.
• Distribute information to parents and staff regarding important announcements, events, and school policies.
• Manage the executive's calendar, scheduling meetings, appointments, and events.
• Handle phone calls, emails, and correspondence on behalf of the executive.
• Draft and edit documents, presentations, and reports as needed.
• Act as a liaison between the executive and internal/external stakeholders.
• Attend meetings, take minutes, and distribute relevant information to the appropriate parties.
• Data Management:
• Maintain and organize confidential files and records.
• Assist in the preparation of reports, presentations, and other documents.
• Update and manage databases related to student information, staff records, and other pertinent data.
• Event Planning:
• Assist in organizing special events, workshops, and school functions.
• Coordinate logistics for meetings, conferences, and professional development sessions.
• Budget Assistance:
• Provide support in managing budgets, tracking expenses, and preparing financial reports.
• Assist in the procurement process, and managing vendor relationships.
• Collaboration with Special Education Staff:
• Work closely with special education staff to ensure effective communication and coordination.
• Assist in the preparation of Individualized Education Programs (IEPs) and other relevant documentation

7. Financial Administration:

· Assist with budget management and financial record-keeping.

· Process financial transactions, including collecting fees, handling petty cash, and reconciling accounts.

· Work closely with the finance department to ensure accurate financial reporting.

8. Human Resources Support:

· Assist in the recruitment and onboarding of new staff and orientation programs.

· Maintain personnel records, track employee attendance, and support payroll processing.

· Handle inquiries related to employment policies and procedures.

· Ensure compliance with all employment laws, regulations, and company policies.

9. Facility and Supplies Management:

· Manage office supplies, inventory, and equipment maintenance.

· Coordinate with maintenance staff for repairs and upkeep of the school office space.

· Ensure a clean and organized office environment.

10. Student and Parent Support:

· Provide assistance to students and parents regarding enrollment, attendance, and general inquiries.

· Collaborate with teachers and therapists to address student-related concerns.

· Facilitate the distribution of information about school programs and activities.

11. Employee Relations:

• Serve as a point of contact for employee inquiries, concerns, and grievances, promoting a positive and inclusive work environment.
• Conduct regular check-ins with staff to gather feedback and address any issues promptly.
• Collaborate with the executive team to develop and implement employee engagement initiatives.

Qualifications:

• Bachelor's degree in business administration, education, or a related field preferred.
• Proven experience as an Executive Assistant or in a similar administrative role.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficient in Google Workspace, Excel and Microsoft Office Suite and other relevant software.
• Understanding of special education processes and terminology is a plus.

Personal Attributes:

• Discretion and ability to handle confidential information.
• Proactive and able to work independently.
• Detail-oriented with a high level of accuracy.
• Strong interpersonal skills and the ability to work in a team-oriented environment.
• Flexibility and adaptability in a dynamic work environment.

SmartStart is an equal opportunity employer. We encourage candidates from diverse backgrounds to apply.

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Executive Assistant: 3 years (Required)

Work Location: In person