Position Purpose
The Executive Assistant will provide high-level administrative support to the executive administrators, Board of Directors and Policy Council of Head Start of Lane County. Executive Assistant must be creative and enjoy working within an early learning environment. Support includes advanced clerical tasks, minutes recording and distribution, scheduling/reservations and bookings for a variety of functions, document production, creation and distribution and backup reception. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This position is classified as confidential. lved in the labor relations process as a recorder.
Role Objective:
- Provide support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization.
Essential Job Responsibilities – Performance Indicators
Executive Administrative, Board and Policy Council Support (65%)
- Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the agency.
- Produce final drafts of manuals, rosters, grant requests and misc. executive documents.
- Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.
- Arrange travel and accommodations for executives.
- Support Executive team on grant writing.
- Executive group, Consultants group, and other agency meetings; Draft and prepare correspondence for internal announcements, schedule meetings, reserve rooms, attend meetings, record minutes, make phone calls and other services as needed.
- Provide staff support to Board of Directors and parent Policy Council, its officers and committees. Schedule and attend meetings, reserve rooms, records minutes
Production and Clerical Support (25%)
- Collect, collate and distribute information, maintain and organize data and files.
- Participate and help produce various documents, flyers, parent handbook, training material and Policy Council Handbook.
- Operate various office equipment; be a resource to other staff.
- Update external and internal web site information and links.
Reception and Purchasing Backup Support (5%)
- Perform as last backup for Receptionist, operating multi-phone system and customer service.
- Assume other reception duties as needed; open and distribute mail; open/close office, etc.
Miscellaneous (5%)
- Attend job-related meetings and trainings as needed.
- Special projects and other duties as assigned.
All communications are potentially sensitive and are subject to Head Start’s policy on confidentiality.
Knowledge/Skills/Experience Required
- High School diploma or GED. Related associate degree or Certificate in Office Administration preferred.
- Strong knowledge of Head Start administrative functions is highly desirable.
- Thorough knowledge of general office/administrative practices generally gained through four years of progressive administrative experience.
- Time Management: Meeting deadlines and managing time effectively.
- Strong computer literacy and proficient at using Microsoft Office, Open Office: Internet, email and
- Strong communication skills both written and verbal.
- Excellent editing and note taking.
- Maintain enrollment in Child Care Division-Central Background Registry is required.
- Excellent communication and time management skills; proven ability to meet deadlines.
- Ability to function well in a high-paced environment; performs additional duties as assigned by executives.
- Proficient in using technology and resources to support staff, families, and program goals.
- Ability to work independently and collaboratively, maintaining professionalism, confidentiality, and appropriate boundaries.
Physical/Mental Abilities and Processes
- Ability to prioritize, organize, problem solve and effectively handle multiple tasks.
- Ability to accurately transcribe verbal communications to written format.
- Occasional lifting of 25 lbs, daily sitting at computer workstation for long periods, frequent standing to operate various office equipment.
Position Information
- 52 weeks
- Supervised by Executive Director
- Pay:
- $30.50 - $37.10
- Please note wage placement for this position is determined based on the employee's seniority within the organization, in accordance with Head Start of Lane County's compensation policies.
This job description was last updated 03-06, 11/2013. August 2021, July 2025
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description is subject to change at any time.
Head Start of Lane County is an EEO Employer.
Head Start of Lane County is an Equal Employment Opportunity Employer. All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.
