Administrative Assistant

Job Description

Job Description

Administrative Assistant to the Executive Coordinator

Family, Adolescent & Child Community Engagement Services (FACCES)Position Summary

FACCES is seeking a compassionate, organized, and dependable Administrative Assistant to support the Executive Coordinator in daily operations, campus communication, and program coordination. This role is ideal for someone who is passionate about working with children, supporting families, and contributing to a positive and structured environment.

The Administrative Assistant will collaborate with the FACCES Pillar Directors in the areas of Food, Education, Mental Wellness, Physical Health, and Legacy Development. This position requires strong communication skills, professionalism, flexibility, and the ability to maintain organization and compliance across campus programs and activities.

Essential Duties & ResponsibilitiesAdministrative & Operational Support

• Provide administrative and operational support to the Executive Coordinator.

• Assist with coordination and communication between FACCES leadership, staff, families, and Pillar Directors.

• Maintain accurate records, attendance logs, files, reports, and documentation.

• Schedule meetings, maintain calendars, and coordinate campus activities and operational needs.

• Attend meetings, take detailed notes, document discussions, and distribute follow-up communication outlining action steps and responsibilities.

• Track assigned tasks and assist with ensuring timely follow-through on meeting deliverables.

• Run errands and assist with supply management, event preparation, and program support.

• Maintain clear and professional communication across all departments and campus programs.

• Assist with staff scheduling and operational coverage when needed.

• Answer telephones, respond to emails, and assist with general office support duties.

Child & Family Support

• Help create a safe, positive, nurturing, and child-centered environment.

• Support activities and programming that encourage the social, emotional, physical, and intellectual growth of children.

• Serve as a supportive liaison between staff, parents, and leadership.

• Demonstrate professionalism, patience, empathy, and strong interpersonal skills when interacting with children and families.

Compliance & Campus Coordination

• Assist in ensuring compliance with state licensing regulations, organizational policies, and campus procedures.

• Help maintain appropriate adult-to-child ratios and developmentally appropriate programming.

• Support communication, organization, and accountability across campus operations.

• Follow organizational chain of command and reporting procedures.

• Participate in staff meetings, trainings, and continued professional development.

• Identify opportunities for operational improvements and communicate recommendations to leadership.

Additional Responsibilities

• Support special events, workshops, and community engagement activities.

• Represent FACCES professionally during meetings, trainings, and community functions.

• Perform additional duties as assigned to support organizational needs.

Experience

• Minimum of 2–3 years of experience in administration, early childhood education, youth development, nonprofit support, or a related field preferred

Skills & Competencies

• Passion for working with children and supporting families

• Strong verbal and written communication skills

• Excellent organizational and multitasking abilities

• Administrative and clerical proficiency

• Strong note-taking, documentation, and follow-up skills

• Conflict resolution and problem-solving skills

• Ability to maintain professionalism and confidentiality

• Strong interpersonal and relationship-building skills

• Ability to work collaboratively within a team environment

• Knowledge of child development and family engagement practices preferred

• Ability to adapt in a fast-paced environment

• Proficiency in Microsoft Office, Google Workspace, and office communication tools preferred

FACCES reserves the right to add, modify, or change duties as necessary to support organizational operations and community impact.