Executive Assistant

Description

Join Our Team and Help Support Children, Families, and Communities

Families & Communities Rising, Inc. (FCR) is seeking a highly organized, professional, and detail-oriented Executive Assistant to provide executive-level support to the Head Start Director and serve as a key member of the Head Start Management Team.

This position functions as a trusted partner to the Director, coordinating executive communications, managing schedules and priorities, supporting Policy Council activities, organizing meetings and special events, maintaining official records and meeting minutes, processing administrative and fiscal documentation, and assisting with program planning, compliance, and continuous improvement efforts. The successful candidate must exercise sound judgment, maintain strict confidentiality, demonstrate exceptional organizational skills, and effectively manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Provide executive-level administrative support to the Head Start Director.
• Manage calendars, appointments, correspondence, scheduling priorities, and travel arrangements.
• Coordinate Policy Council, management team, committee, and training meetings.
• Prepare agendas, meeting packets, reports, presentations, and official meeting minutes.
• Maintain confidential records, files, and organizational documentation.
• Process invoices, purchase requests, procurement documents, and credit card reconciliations.
• Assist with budget tracking, inventory management, vendor communications, and administrative reporting.
• Monitor action items and follow up on assignments resulting from leadership and governance meetings.
• Support program planning, self-assessments, federal reviews, audits, and compliance activities.
• Serve as a liaison between leadership, staff, parents, community partners, and stakeholders.
• Coordinate special projects and other duties as assigned.

Requirements

Minimum Qualifications

Education

• Associate degree in Business Administration, Public Administration, Communications, Human Services, or a related field required.
• Bachelor's degree preferred.

Experience

• Minimum of five (5) years of executive administrative support experience.
• Minimum of five (5) years supporting senior executives, directors, or executive leadership teams.
• Experience preparing agendas, reports, meeting materials, and detailed meeting minutes.
• Experience processing invoices, procurement requests, and credit card reconciliations.
• Experience maintaining confidential records and information.

Knowledge, Skills, and Abilities

• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional organizational, time management, and project coordination skills.
• Strong written, verbal, and interpersonal communication skills.
• Ability to prepare accurate and detailed meeting minutes.
• Excellent proofreading, editing, and document preparation skills.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• Ability to maintain confidentiality and exercise sound judgment and professionalism.

Preferred Qualifications

• Experience working in Head Start, Early Head Start, education, nonprofit, government, or federally funded programs.
• Knowledge of Head Start Program Performance Standards.
• Experience supporting Policy Council activities.
• Experience with ChildPlus or other management information systems.
• Bilingual English/Spanish preferred.