Executive Assistant Job at Malaika Early Learning Center in Milwaukee

Summary

The Executive Assistant position will provide administrative support to the CEO as well as other members of the leadership team and to the ThriveOn King (TOK) location as a whole. The ExecutiveAssistant will have the ability to work independently on projects from conception to completion and must be able to work under pressure at times to handle a wide variety of responsibilities and confidential matters with discretion. This position requires excellent communication skills, customer service, organizational skills as well as maintaining confidentiality at all times.

Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answer telephones, route calls to proper staff, take accurate messages and respond to inquiries for information in a courteous and professional manner
• Greet parents, children, staff, visitors, vendors and volunteers in a welcoming, friendly manner. Create and sustain a warm, friendly and cordial atmosphere for everyone entering the TOK facility
• Responsible for the opening and closing of the facility as scheduled
• Review requests for office supplies, obtain approval and complete purchases in a timely manner
• Coordinates the maintenance of office equipment
• Opens and distributes mail accordingly
• Accurately documents student attendance for the TOK facility
• Prepare and submit attendance to the Department of Children and Families for childcare payments
• Prepares invoices for child care tuition and provides to families
• Monitor and maintain payments from parents to ensure fiscal responsibilities are met
• Prepare and give parents receipts for all receivables
• Monitor family information forms to ensure the most updated information is on file
• Work collaboratively with staff to ensure that all state and federal emergency procedures are implemented effectively.
• Handle all sensitive information in a professional and confidential manner
• Provide administrative assistance to the CEO or other leadership team members as requested
• Maintain inventory of office supplies to ensure efficient and effective operations of the facility
• Submit staff requests for maintenance supplies and classroom repairs to the property manager
• Work effectively with with diverse groups successfully in a fast-paced, collaborative, team-oriented organization
• Attends Malaika’s board and staff meetings, and family events
• Performs other duties and assumes additional responsibilities as assigned

Executive Responsibilities

• Plans, coordinates and ensures the CEO and other Directors schedules are followed and respected
• Communicates directly, and on behalf of the CEO, other Directors and Board members on matters related to the organization
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense of the issues taking place in the environment and keeping the CEO updated
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, presentations, talking points and other tasks that facilitate the CEO’s and other Directors' ability to lead the organization.

Board Support and Liaison

• Serves as the CEO’s administrative liaison to the organization’s board of directors
• Maintains discretion and confidentiality in relationships with all board members
• Assists in coordinating the agenda and preparing presentation materials, etc., for Administrative team meetings and any off-site retreats and all staff meetings
• Edits and completes first drafts for written communications to external stakeholders

Requirements

Qualifications and Characteristics

• Bachelor’s degree required
• Strong work tenure: 5 to 10 years of experience supporting Executives and Directors, preferably in a professional service environment
• Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint), Adobe Acrobat, Document Management Solutions (iManage), virtual meeting software (Webex, Teams, Zoom) and social media platforms
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Proven interpersonal skills and ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert-level written and verbal communication skills
• Demonstrated proactive approaches to problem solving with strong decision-making capabilities and emotional maturity
• Highly resourceful team player with the ability to be extremely effective while working independently
• Proven ability to handle confidential information with discretion, be adaptive to various competing demands and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward-looking thinker who actively seeks opportunities and proposes solutions

Benefits

- Potential for monthly bonuses due to our 5 star Youngstar rating
- Medical insurance (United Healthcare) after 60 days employment. Malaika pays 70% ofpremium
- Dental insurance (Delta Dental) after 60 days of employment. Malaika pays 70% of premiums
- Vision insurance (DeltaVision) Voluntary
- AFLAC (Voluntary)
- Free $15,000 life insurance policy (After 60 days employment)
- 403b retirement plan (No company match)
- 56 hours of PTO after 90 days employment
- 40 hours of vacation after 1 year of employment
- 11 paid holidays after 90 days employment
- Professional Development opportunities