Administrative Assist

Alliance for Community Empowerment Inc•Bridgeport, CT

About The Position

Provides administrative and operational support to the Early Learning Division. This role ensures the efficient day-to-day functioning of the division by coordinating administrative processes, maintaining accurate records, supporting communication and scheduling, and assisting with compliance-related documentation.

Requirements

High school diploma or equivalent required; Associate’s degree preferred.
Minimum of two (2) years of administrative or office support experience, preferably in an educational, nonprofit, or human services setting
Knowledge of office management systems and procedures and also proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and general office technology.
Strong organizational, time-management, and multitasking skills with the ability to set priorities and work independently.
Excellent written and verbal communication skills.
Ability to handle confidential information with professionalism and discretion.
Willingness to participate in recruitment activities.
Ability to prepare clear, concise, and comprehensive reports.
Must have a valid CT driver’s license with a good driving record and willingness to travel.

Responsibilities

Support data collection and entry for enrollment, staffing, training, and compliance tracking as directed.
Coordinate distribution and collection of forms, reports, and signatures across sites and departments.
Maintain office supplies, inventory, and submit requests for purchasing or replenishment as needed.
Prepare, format, and distribute correspondence, reports, agendas, presentations, and meeting materials.
Maintain organized electronic and hard-copy filing systems for division records, which may include confidential personnel and program documents.
Answer and direct phone calls, emails, and inquiries related to the Early Learning Division in a professional and timely manner.
Track deadlines and follow up on action items to ensure timely completion.
Assist with organizing documentation related to licensing, monitoring, audits, corrective action plans, and quality improvement efforts.
Support preparation of materials for Policy Council, Board of Directors, and regulatory reviews as requested.
Ensure documents are accurately labeled, stored, and accessible for monitoring and reporting purposes.
Support internal communications by distributing updates, memos, and reminders as directed.
Coordinate meeting logistics, including room reservations, virtual meeting links, attendance tracking, and minutes when assigned.
Maintain confidentiality and exercise sound judgment when handling sensitive information.
Perform other duties as assigned in support of Early Learning Division operations.