Executive Assistant to Chief Program Officer

Job Description

Job Title : Executive Assistant to the Chief Program Officer

Department : Administration

Reports To : Chief Program Officer

FLSA Status : Non-Exempt

Salary : $55,000

SUMMARY

The Executive Administrator (EA) is a vital, newly established position designed to support the Chief Program Officer (CPO) in achieving the strategic and operational goals of a multi-program human services agency.

The EA will serve as a dependable, organized, and discreet professional, providing high-level administrative support across a broad program portfolio that includes : a Youth & Teen After School, Early Learning Head Start, Supportive Housing, and a Medically Case Managed.

The EA is responsible for coordinating the CPO's schedule and communications, preparing materials for leadership and board meetings, maintaining documentation, tracking reports, supporting program operations, and assisting with internal systems that ensure the agency's accountability to funders, accreditation standards (Council on Accreditation (COA) and National Association for the Education of Young Children (NAEYC)), and organizational excellence. Spanish language fluency and familiarity with program operations in early childhood and human services are strong assets.

ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned).

ADMINISTRATIVE SUPPORT TO THE CPO

• Manage professional scheduling for the CPO, including meetings, agendas, mail, email, phone calls, and travel logistics.
• Coordinate the flow of information between the CPO and program directors, frontline staff, and internal teams.
• Assist in preparing for Executive Leadership, Board, and committee meetings : create agendas, take minutes, track follow-ups, and compile documentation.
• Complete weekly, bi-weekly and monthly expense reports and procurement paperwork for the CPO.

Program Operations and Support

Communication and Customer Service

COMPLIANCE AND ACCREDIDATION

QUALIFICATIONS

Excellent verbal and written communication.

STATEMENT ON WORKPLACE CULTURE

Employees shall respect the diversity of all individuals (e.g., clients, co-workers, stakeholders) and refrain from any form of discrimination and / or harassment based on religious, marital, ethnic, racial, gender, age, sexual orientation or other differences. Children's Place Association strives to cultivate a work environment that honors the voices and lived experiences of every member of the staff. Therefore, all employees share the responsibility of creating and cultivating a welcoming and supportive work environment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit. The employee is also frequently required to stand, walk; talk and hear. The employee must occasionally lift and / or move up to 25 pounds. Specific vision requirements for this job include close vision, distance vision, and color vision.

WORK ENVIRONMENT

The work environment described here is representative of that which an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually low. The work environment may include any or all of the following : working alone; working with others; verbal contact with others; and working in a hybrid capacity that utilizes work time in both home and company office spaces.

Pay Range : $55,000 per year