Position Summary: 

The Executive Assistant is responsible for assisting the Vice President, Head Start/Early Head Start, and other Head Start leadership with administrative tasks related to all HS/EHS programs. 

Responsibilities:                                                   

• Learns and adheres to the philosophy and mandates of Head Start and Early Head Start as outlined in the Performance Standards and the Policies and Procedures of Greater Bergen Community Action (GBCA).
• Receives and screens visitors and telephone calls for administrative staff, providing information, directing calls, and handling issues requiring sensitivity, confidentiality, and sound independent judgment.
• Supports Vice President, HS/EHS, and Head Start leadership with clerical and administrative tasks.
• Maintains a filing system for all Head Start Policies and Procedures.
• Monitors all HSS regulations weekly and reports new communications to the Vice President, HS/EHS.
• Meticulously and confidentially records all documents for Division of Child Protection & Permanency (DCPP) cases for reporting to state or federal agencies. 
• Maintains weekly calendar of Head Start Leadership PTO time and reports to leadership. 
• Assists with preparation for meetings and trainings as requested. 
• Maintains and coordinates all enrollment data for monthly reporting. 
• Monitors Vice President, HS/EHS’s Calendar and facilitates scheduling as needed. 
• Collects data for monthly GBCA Board Reports for the Vice President.
• Assists with special events, e.g., special trainings and leadership retreats.
• Coordinates data on staffing and enrollment for Executive presentations and/or grant submissions. 
• Creates forms, notices, program materials, flyers, and other documents as requested.
• Establishes and maintains effective working relationships with management, clients, representatives of community organizations, and other staff members.
• Is punctual and adheres to the work schedule assigned. 
• Keeps his/her workspace neat and ensures all office equipment and materials are in good condition.
• Assumes and performs any other additional assignment as directed by the area director to ensure the effective servicing of the clients in our care.
• Responsible for each child's overall safety in the GBCA HS/EHS program. 

Ability to:

• Organize, set priorities, and exercise sound independent judgment within areas of assigned responsibility.
• Interpret, apply, explain and reach sound decisions following regulations, policies and procedures.
• Exercise tact, objectivity, sensitivity, strategy, and judgment in dealing with volunteers, parents, and staff.
• Provide engaging and friendly customer service to all families.

Qualifications:

• Bachelor’s degree with a Minimum of two (2) years of relevant experience. 
• Professional demeanor and the ability to get along well with others.
• Communicates clearly and effectively.
• Strong computer skills – Microsoft applications
• Excellent attention to detail and the ability to maintain confidential information.
• Bilingual a plus.
• Must be a team player willing to assist any program area as needed.
• Valid NJ driver’s license preferred and use of own vehicle for self-transportation; local travel may be required.