Executive Assistant

CHILD CARE COUNCIL OF DUTCHESS AND PUTNAM INC•Town of Poughkeepsie, NY

7d•$0 - $50,000

About The Position

The Executive Assistant provides high level administrative, scheduling, and coordination support to the Executive Director and serves as a shared resource to the organization’s leadership team. This role keeps the Executive Director’s calendar, correspondence, and priorities organized, prepares materials for board and committee meetings, and helps the leadership team plan and follow through on projects, events, and deadlines. The Executive Assistant is often the first point of contact for the office and represents the Council professionally to staff, board members, funders, elected officials, and community partners. The role requires discretion, sound judgment, and the ability to manage confidential information with care.

Requirements

Associate’s degree or an equivalent combination of education and experience
Three or more years of administrative, executive support, or office coordination experience
Excellent written and verbal communication skills
Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines
Proficiency with Microsoft Office Suite
Demonstrated ability to handle confidential information with discretion
Ability to work both independently and collaboratively across a team
A valid driver’s license and reliable transportation

Nice To Haves

Bachelor’s degree
Experience supporting senior leadership or a board of directors in a nonprofit setting
Familiarity with the early childhood, human services, or nonprofit sector
Experience coordinating events or meetings
Comfort learning new technology and improving administrative systems

Responsibilities

Manage the Executive Director’s calendar, including scheduling meetings, resolving conflicts, and protecting time for organizational priorities
Coordinate travel, registrations, and logistics for the Executive Director and leadership team
Draft, review, and proofread correspondence, memos, and other documents on behalf of the Executive Director
Track action items and deadlines and follow up to keep projects moving forward
Prepare briefing materials and background information ahead of meetings
Handle sensitive and confidential information with discretion and professionalism
Provide scheduling and administrative support to the Director of Operations, Director of Programs, and Director of Professional Development as needed
Coordinate cross team meetings, agendas, and shared calendars
Assist the leadership team in gathering reports, presentations, and program materials
Help prepare grant, board, and funder reports by gathering and organizing inputs from staff
Prepare materials for board and committee meetings, including agendas, packets, and minutes
Maintain board records, contact lists, and governance documents
Lead high-level planning for organizational events, trainings, and the annual Champions of Child Care dinner, including timelines, vendor selection, and committee coordination
Select and contract with venues and caterers for organizational events
Maintain accurate records, contact databases, and shared drives
Use office and collaboration software such as Microsoft Office efficiently
Maintain confidentiality of all sensitive organizational and personnel information
Support data entry and basic reporting as requested