Administrative Assistant Jobs

About The Position

Requirements

• An associate degree or higher in a field related to the work.
• At least two years of relevant professional administrative, operational, customer service, or program-support experience.
• Demonstrated experience coordinating meetings, schedules, logistics, and follow-up activities.
• Strong written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Experience preparing professional reports, correspondence, spreadsheets, presentations, meeting materials, and other documents.
• Ability to manage multiple assignments and deadlines accurately.
• Experience working with web-based systems, databases, tracking tools, or other business applications.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Experience providing customer service or stakeholder support.
• Ability to work independently while contributing effectively to a multidisciplinary team.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Professional written and verbal communication.
• Ability to provide responsive and courteous customer and stakeholder support.
• Ability to maintain accurate records and documentation.
• Ability to manage multiple priorities and deadlines.
• Strong judgment when handling inquiries and sensitive information.
• Ability to follow established procedures and workflows.
• Proficiency with Microsoft Office and web-based collaboration tools.
• Ability to work professionally with Government staff, grant recipients, contractors, and other partners.
• Ability to work independently and collaboratively.
• Must be legally authorized to work in the United States.
• Must be able to satisfy applicable federal background, security, and system-access requirements.

Nice To Haves

• Direct Head Start/Early Head Start experience is highly valued but is not required for every administrative support assignment.
• Candidates with strong experience supporting federal, public-sector, nonprofit, early childhood, or other complex organizational environments are encouraged to apply.
• Experience supporting federal, state, local, nonprofit, early childhood, or other public-sector programs preferred.
• Head Start/Early Head Start experience highly desirable.
• Head Start and/or Early Head Start programs.
• OHS or ACF operations.
• Federal or federally funded programs.
• Head Start grant recipients.
• Federal contractors.
• Customer or stakeholder support.
• Program or grant documentation.
• HSES, GrantSolutions, AMS, Smartsheet, or other federal/program information systems.

Responsibilities

• Coordinate meetings, schedules, appointments, activities, and logistics.
• Schedule meetings and manage calendars and related communications.
• Prepare agendas, meeting materials, notes, summaries, and action items.
• Coordinate meeting rooms, virtual meeting arrangements, and other logistical needs.
• Support planning and coordination of OHS meetings, events, trainings, and other activities.
• Prepare and format correspondence, reports, spreadsheets, presentations, and other documents.
• Draft, edit, proofread, and finalize program and administrative documentation.
• Conduct basic research on program topics and issues as assigned.
• Maintain administrative records, files, tracking systems, and documentation.
• Perform data entry and assist with database and system updates.
• Track requests, assignments, deadlines, and follow-up activities.
• Route external inquiries and complaints to the appropriate staff.
• Track grant-recipient requests and assist with timely follow-up.
• Support preparation of accurate responses to inquiries.
• Document inquiries, requests, and follow-up activities in required systems.
• Communicate professionally with federal staff, grant recipients, contractors, and other internal and external stakeholders.
• Assist with preparation of training materials, webinars, presentations, and meeting resources.
• Provide additional administrative and operational support as assigned.