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Company Contact Info

  • 2626 Walker Avenue Northwest
    Grand Rapids, MI 49544
  • Claire Kingsley
  • Phone: 616-453-4145

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Executive Assistant

Head Start for Kent County • Grand Rapids, MI

Posted 14 days ago

Job Snapshot

Full-Time
Experience - At least 5 year(s)
Degree - High School
Education - Teaching - Administration, Not for Profit - Charitable
Admin - Clerical, Executive, Nonprofit - Social Services
7

Applicants

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Job Description

Company Profile:

Head Start for Kent County is a non-profit agency that provides holistic, family-centered services to low-income families in Kent County, Michigan. Founded in 1991 under the name Michigan Family Resources, the agency receives Federal funds to manage both Head Start and Early Head Start programs.

These early childhood programs support the well-being and development of children from birth to age five by focusing on: Education, Nutrition, Medical and Dental Care, Parent Involvement and Social Services.

By applying best practices in the Early Childhood Field, we prepare families and their young children for success in school and life.

Benefits Overview:

Head Start for Kent County offers a comprehensive benefits package designed to meet the needs of our employees: Medical Insurance, Dental Insurance, Vision Insurance, Life Insurance, Supplemental Life Insurance, Short-Term Disability Insurance, Flexible Spending Accounts, 401(K) Retirement Plan, Tuition Reimbursement, Paid Sick Time (8 hours per month), Paid Personal Days (2 days per year), Paid Vacation, Paid Snow Days, No Evening Work (Most Positions)

Position Overview:

Serves as a confidential administrative assistant for  the Program Director and Executive Director.  Performs secretarial, administrative, and public relation functions required to support the administration and Agency in an environment of continuous program improvement.

 

Job Requirements

Essential Duties and Responsibilities: (May include but not limited to the following)

Support to Executive and Program Director

  • Assists the Executive Director and Program Director in all secretarial and clerical functions essential to the effective functioning of administration

Administrative/Clerical

  • Provides clerical support to the Management Team and Board of Directors, including recording minutes, coordinating meetings, noting commitments made by staff during meetings and following up on staff assignment implementation and insures all are completed within the time frames specified
  • Organizes and maintains Board, Policy Council and Administration’s official documents for the Agency
  • Organizes, retains and distributes all incoming Federal and State notifications such as Program Instructions, Information Memos and other ACF bulletins and ECLKC

Documentation

  • Coordinates and ensures completion of annual Self-Assessment, OHS Review, annual work plans, annual calendar, content manuals and Community Partnership Agreements
  • Transcribes and/or composes and types correspondence involving complex and non-routine matters

Public Relations

  • Coordinates implementation of public relation and communication strategies, including writing Agency newsletter, press releases, monitoring website updates, and facilitating the Public Relations Team
  • Coordinates and assists with special projects, such as research, grant writing and event planning

Educational Requirements

Associates degree in Business Administration or related field with 5-7 years related experience required. Bachelors degree in Business Administration or related field with 3-5 years related experience preferred.

Other Skills

  • Must have intermediate computer skills and be knowledgeable of Microsoft Office, Excel and PowerPoint.
  • Must be able to type at least 50 words per minute
  • Bi-lingual Spanish speaking preferred but not required

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty.  The requirements listed below are representative of the knowledge, skill, and/or ability required:

Education and/or Experience: Must have advanced problem-solving skills

Computer Skills:Must have intermediate computer skills (50wpm) and be knowledgeable in Microsoft Office, Excel, and PowerPoint. 

Reasoning Ability: Identify and resolve problems in a timely manner; work well in group problem solving situations; use reason and restraint, even when dealing with emotional topics; ability to adapt to and solve challenging situations applying common sense understanding to all work situations.

Miscellaneous: Bi-Lingual (Spanish speaking) preferred

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Teamwork: Balance team and individual responsibilities; exhibit objectivity and openness to others’ views; give and welcome feedback; contribute to building a positive team spirit; put the success of team above own interests; ability to build morale and group commitments to goals and objectives; support everyone’s efforts to succeed. 

Job Knowledge: Understand the job requirements; communicate effectively as required to do the job.

Safety and Security: Observe safety and security procedures; determine appropriate action beyond guidelines; report potentially unsafe conditions.

Planning/Organizing: Prioritize and plan work activities; use time efficiently; plan for additional resources; organize or schedule tasks to meet deadlines; develop realistic action plans.

Oral Communication: Speak clearly and persuasively in positive or negative situations; listen and get clarification; respond well to questions.

Written Communication: Write clearly and informatively; edit work for spelling and grammar; adapt writing style to meet needs; present numerical data effectively; ability to read and interpret written information. 

Judgment: Display willingness to make decisions; exhibit sound and accurate judgments; support and explain reasoning for decisions; make timely decisions.

Attendance/Punctuality: Consistently at work and on time; ensure work responsibilities are covered when absent; arrive at meetings and appointments on time.

Dependability: Follow instructions, respond to management direction; take reasonability for own actions; keep commitments.

Initiative: Readily volunteer when needed; undertake self-developmental activities; seek increased responsibilities; take independent action and calculated risks; look for and take advantage of opportunities; ask for and offer help when needed.

Professionalism: Approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; follow through on commitments.

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