Executive Assistant

YMCA of Metropolitan Chicago•Chicago, IL

13d•$55,000

About The Position

The Executive Assistant will provide comprehensive administrative support to the Operation Director and Early Learning Director. This role involves managing logistics, supplies, meeting preparations, and reporting to ensure smooth program operations and compliance with various funding sources. The position requires strong organizational skills, knowledge of relevant standards, and proficiency in Microsoft Office Suite. The Executive Assistant will also play a key role in maintaining records, assisting with assessments, and communicating with staff and parents.

Requirements

High school diploma or equivalent with specialized training and 3+ years’ experience
Knowledge with city, state, and Head Start Performance Standards.
Advance knowledge of clerical and office responsibilities with experience working with Microsoft Office Suite.
Commitment to, and a passion for, the YMCA of Metro Chicago’s mission.
Ability to organize and prioritize multiple, competing priorities to maximize personal and team effectiveness.
Ability to keep detailed, accurate and complete records and documentation as needed.
Intermediate proficiency in Microsoft Office (Word, Excel), email; ability to learn and adapt to new technology.
Meet physical qualifications required as outlined in job description. The YMCA will provide reasonable accommodations for persons with disabilities.
Reporting any items that may provide a health or safety hazard to staff, members or guests to your supervisor
Following all policies and procedures related to keeping children safe in our facilities and programs, including those related to the monitoring and supervision of children
Reporting any suspicious behavior and violation of policy and procedures to your supervisor
Completing all child abuse prevention training as required

Responsibilities

Assist Operation Director and Early Learning Director with logistic needs, order supplies and preparations for meetings, workshops/trainings and special events/activities to support programs needs and requirements.
Collect, compile and prepare monthly reports, audit findings, and program reviews/monitoring reports, for review by management team and submission to funding agencies.
Establish and maintain recordkeeping systems (records, files, and computers) and reports in accordance with YMCA, DFSS, Head Start, State Pre-K and any other funding sources.
Assist the management team in conducting and completing annual program assessments and reviews.
Distribute agendas, meeting minutes and records of attendance to sites and update resources and materials identified by Director of Early Learning and Management Team, to support city and state licensing and Head Start, DFSS, YMCA and State Pre-K policies and procedures.
Monitor HR in CSD-CARES and/or DFSS system (city and state licensing standards, training and medical requirements) to meet city and state and licensing requirements and Head Start Performance Standards.
Monitor and track current and update license, for both city and state license for all childcare programs.
Complete inventory and maintain adequate levels of department office supplies, process orders for approval.
Maintain professionalism in attire and demeanor; observe and respect issues of confidentiality, ethics and best practices of Early Childhood Education; and mandatory reporting guidelines of the Abuse and Neglect Child Reporting Act.
Provide technical assistance and training to site staff on filing, HR compliance for city, state, and Head Start Performance Standards.
Enter and update all HR data for compliance with ELN funding requirements.
Track and record background clearance information to meet compliance for grant funding, prior to hire and update every five years for grant compliance.
Works collaboratively with the EE&C Management team in support of the day-to-day functions and operations providing resources and support as needed and directed to eight sites.
Responsible for monthly communication to parents enrolled in the program regarding monthly YMCA Policy Committee, City Wide Policy Council and ELN Network meetings and parent events.
Maintains up to date recordkeeping systems for policies and procedures as required by funder.