Executive Assistant to the COO

Description

The Executive Assistant to the Chief Operating Officer facilitates the efficient operation of the Program Operations Department by performing various clerical and administrative tasks. Provides clerical, interoffice communication, intra-agency communication, inter-agency communication, and dissemination support to the agency’s Program Operations staff.

Manages the COO's calendar, scheduling appointments, meetings, and internal/external conferences, ensuring conflicts are avoided and priorities are adhered to.

Prepares agendas, gather necessary materials, take meeting minutes, and follow up on action items assigned during meetings.

Produces final drafts of documents, manuals, minutes, and other communications.

Assists with special projects assigned, including research, data compilation, and presentation preparation.

·Maintains organized electronic and physical filing systems, ensuring accurate recordkeeping and confidentiality.

Identifies and responds to administrative needs and develops appropriate solutions or recommendations.

Coordinates the submission of all required materials from service area staff on a regular basis and works in cooperation with other areas within the agency.

Works with Operation management staff and Executive Assistant to the CEO to review and update service plans, policies and procedures, annually. · Assists with Policy Council and contacting parents to participate in agency events and interviews.

Provides administrative support for program billing.

Monitors and maintain partnership teacher personnel files.

Communicates with internal teams to ensure that all necessary materials and supplies are available to meet operational needs. ·

Serves as a backup front-desk receptionist during designated time periods, as determined by the Chief Operating Officer. ·

Disseminates information to Program Operations staff under the direction of the Chief Operating Officer, utilizing agency technology tools.

Schedules space, within CDCFC facilities, for Program Operations staff meetings and training.

Performs other related duties as assigned.

Qualifications

·Excellent verbal and written communication skills. ·

Proficient in Microsoft Office Suite or related software.

·Excellent organizational skills and attention to detail

Associates degree

Must be able to lift a minimum of 25 pounds.

Must submit to a background check, including BCI and FBI Criminal Records, Federal and State Sex Offender registries and the Statewide Automated Child Welfare Information System and be eligible for employment as required by ODJFS.