Executive Assistant

Job title  

Executive Assistant to the CEO

Programs

Administration

Reports to  

Chief Executive Officer

General Description

The Executive Assistant to the CEO plays a pivotal role in providing comprehensive administrative support to the Chief Executive Officer of Children and Families First. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment. The Executive Assistant serves as a key liaison between the CEO and internal/external stakeholders, ensuring smooth communication and coordination of activities.

Essential Duties and Responsibilities

1. Calendar Management: Maintain and manage the CEO’s schedule, including scheduling meetings, appointments, and calls, while proactively identifying scheduling conflicts and prioritizing tasks.
2.  Travel Coordination: Arrange travel accommodations for the CEO, including flights, hotels, and transportation, and prepare detailed itineraries for business trips.
3. Communication: Serves as the primary point of contact for internal and external stakeholders, screening and prioritizing incoming communications, and drafting responses on behalf of the CEO.
4. Meeting Support: Prepare meeting agendas, presentations, and materials, and coordinate logistics for board meetings, staff meetings, and other events as required. Executive Assistant will also maintain Board of Directors, Finance Committee and Executive Committee meeting minutes, and facilitate correspondence including mailings, scheduling and other responsibilities as needed.
5. Document Management: Maintain and organize electronic and physical files, ensuring that all documents are accurately labeled, filed, and easily accessible.
6. Expense Management: Manage expense reports, reimbursements, and invoices for the CEO, ensuring accuracy and compliance with company policies.
7. Special Projects: Assist the CEO with special projects, research assignments, and other tasks as needed, demonstrating flexibility and adaptability to changing priorities.
8. Confidentiality: Handle sensitive information with discretion and maintain strict confidentiality at all times, adhering to confidentiality protocols and company policies.  

Essential Qualifications

• Proven experience as an executive assistant or similar role, preferably supporting C-level executives.
• Excellent organizational and time management skills, with the ability to prioritize task and meet deadlines effectively.
• Strong written and verbal communication skills, with a professional and courteous demeanor in all interactions.
• Proficiency in Microsoft Office Suite and other productivity tools.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Knowledge of Head Start programs and early childhood education is a plus, but not required.

Physical, Mental and/or Visual Demands

• • Must be able to sit and stand for extended periods to time throughout the day.

• • Must be able to lift up to 35 lbs.
  • Must be able to bend and stoop.
  • Must be able to walk extended periods throughout the day monitoring.
  • While performing the duties of this job, the employee is exposed to weather conditions prevalent
  • at the time.  
  • The noise level in the work environment is usually moderate. 
  • Specific vision abilities required by the job include close, distance, color, peripheral depth and
  • the ability to adjust focus.  

Children and Families First is committed to provide equal employment opportunities to all qualified

individuals, including those with disabilities in accordance with ADA.

This job description describes the general nature and level of work performed by the individual assigned to this position and should not be interpreted as all inclusive. It does not state or imply that these are the only duties and responsibilities assigned to the position. The employee may be required to perform other job-related duties. All requirements are subject to change and to possible modification to reasonably accommodate individuals with a disability. Your signature below acknowledges receipt of this job description, and you were provided with a copy to retain for your records. However, it does not create a binding employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the position change.