Executive Assistant to Chief Program Officer

Job Title: Executive Assistant to the Chief Program Officer

Department: Administration

Reports To: Chief Program Officer

FLSA Status: Non-Exempt

SUMMARY

The Executive Administrator (EA) is a vital, newly established position designed to support the Chief Program Officer (CPO) in achieving the strategic and operational goals of a multi-program human services agency.

The EA will serve as a dependable, organized, and discreet professional, providing high-level administrative support across a broad program portfolio that includes: Youth & Teen After School, Early Learning Head Start, Supportive Housing, and a Medically Case Managed.

The EA is responsible for coordinating the CPO’s schedule and communications, preparing materials for leadership and board meetings, maintaining documentation, tracking reports, supporting program operations, and assisting with internal systems that ensure the agency’s accountability to funders, accreditation standards (Council on Accreditation (COA) and National Association for the Education of Young Children (NAEYC)), and organizational excellence. Spanish language fluency and familiarity with program operations in early childhood and human services are strong assets.

ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned)

ADMINISTRATIVE SUPPORT TO THE CPO

• Manage professional scheduling for the CPO, including meetings, agendas, mail, email, phone calls, and travel logistics.
• Coordinate the flow of information between the CPO and program directors, frontline staff, and internal teams.
• Assist in preparing for Executive Leadership, Board, and committee meetings: create agendas, take minutes, track follow-ups, and compile documentation.
• Complete weekly, bi‑weekly, and monthly expense reports and procurement paperwork for the CPO.

Program Operations and Support

• Support program operations through document drafting, data entry, spreadsheet creation, inventory tracking, and database maintenance (e.g., ChildPlus, COPA, Salesforce).
• Maintain documentation for safety, compliance, and inspection schedules across multiple program sites (e.g., checklists for playgrounds, classrooms, and program facilities).
• Track client co‑payments
• Coordinate internal meetings, off‑site events, staff training logistics, and facilities scheduling.
• Conduct monthly ordering of program supplies and contractual invoicing in compliance with agency policies.
• Completes end‑of‑month reports per funder and submits to CPO
• Draft professional correspondence, flyers, internal memos, and reporting summaries.
• Support daily needs of programs as needed

Communication and Customer Service

• Provide courteous and professional communication to clients, families, vendors, and visitors across programs.
• Translate and interpret for Spanish‑speaking families when needed.

COMPLIANCE AND ACCREDIDATION

• Assist with NAEYC and COA accreditation preparation and data collection.
• Maintain up‑to‑date compliance documentation including Environmental Health & Safety binders, inspection logs and drill reports.
• Participate in quality assurance and program evaluation tasks as directed by the CPO.

QUALIFICATIONS

• Education: Bachelor’s degree preferred OR minimum of 5 years administrative experience supporting senior leadership.
• Experience: Minimum 3–5 years in an administrative, office coordination, or program assistant role, preferably in a nonprofit or human services setting.
• Skills:
  • Excellent verbal and written communication.
  • Strong organization, time management, and attention to detail.
  • Ability to handle sensitive and confidential information with discretion.
  • Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), and experience with platforms such as ChildPlus, COPA, or Salesforce a plus.
  • Ability to manage competing priorities with flexibility and calm under pressure.
• Other: Spanish fluency strongly preferred. Valid driver’s license and automobile insurance required.

STATEMENT ON WORKPLACE CULTURE

Employees shall respect the diversity of all individuals (e.g., clients, co‑workers, stakeholders) and refrain from any form of discrimination and/or harassment based on religious, marital, ethnic, racial, gender, age, sexual orientation or other differences. Children’s Place Association strives to cultivate a work environment that honors the voices and lived experiences of every member of the staff. Therefore, all employees share the responsibility of creating and cultivating a welcoming and supportive work environment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit.

The employee is also frequently required to stand, walk; talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision requirements for this job include close vision, distance vision, and color vision.

WORK ENVIRONMENT

The work environment described here is representative of that which an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually low. The work environment may include any or all of the following: working alone; working with others; verbal contact with others; and working in a hybrid capacity that utilizes work time in both home and company office spaces.