Executive / Office Assistant

Position purpose: Support leadership and daily office operations by coordinating enrollment, maintaining organized records, communicating with families, and tracking administrative tasks and deadlines.

1. Executive and administrative support

• Manage leadership calendars, appointments, meetings, and reminders.

• Prepare correspondence, meeting agendas, notes, and follow-up task lists.

• Track assigned projects and deadlines, bringing unresolved items to leadership's attention.

• Organize electronic and paper files, office supplies, mail, and vendor communications.

2. Enrollment and family onboarding

• Respond to enrollment inquiries and schedule center tours.

• Maintain inquiry, waitlist, and enrollment trackers.

• Assist families with applications and required enrollment documents.

• Enter and update family information in CareConnect or the center's designated system.

• Identify missing documents and follow up with families.

• Submit completed enrollment packets to authorized staff for review and approval.

3. Parent communication and front-office support

• Answer calls, emails, and front-desk inquiries professionally.

• Prepare approved parent notices, reminders, newsletters, and announcements.

• Maintain current parent contact information and authorized pickup records.

• Follow visitor check-in and identity-verification procedures.

• Refer complaints, sensitive matters, and child-related concerns to the Center Director promptly.

4. Records and compliance support

• Maintain organized child, employee, and administrative files using center-approved checklists.

• Track document expiration dates, training renewals, and outstanding paperwork.

• Help prepare records for inspections, audits, and program reviews.

• Compile attendance and enrollment information for required reports.

• Maintain confidentiality and restrict access to sensitive information.

• Flag missing or inconsistent records for leadership review.

5. Attendance, billing, and fiscal support

• Review attendance records for missing entries and coordinate corrections with authorized staff.

• Prepare billing information and payment reminders as directed.

• Organize invoices, receipts, purchase requests, and payment records.

• Track outstanding balances and report discrepancies to management.

• Compile information for subsidy, funding, or reimbursement submissions under supervision.

6. Staffing and onboarding support

• Coordinate interviews and maintain applicant records.

• Collect new-hire paperwork and track onboarding completion.

• Maintain employee contact lists and training calendars.

• Assist with schedule updates, timecard collection, and payroll documentation.

• Notify management of missing paperwork, scheduling gaps, or timecard discrepancies.

7. Daily operational coordination

• Coordinate supply orders, maintenance requests, and approved vendor visits.

• Assist with school events, family orientations, and staff meetings.

• Maintain a running list of operational needs and follow up on assigned items.

• Communicate urgent concerns to the appropriate supervisor immediately.

Qualifications

• At least 2 years of experience in childcare, early childhood education, education administration, or casework.
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Strong English skills; Spanish is a plus
• Proficiency with Microsoft Office/Google Workspace or similar
• Ability to maintain confidentiality
• Professional, friendly, and reliable
• Ability to multitask and work independently

Preferred Experience

• Childcare center administrative experience
• Case management experience
• Experience with enrollment or eligibility documentation
• Knowledge of California childcare programs/CCTR is a plus

Expected deliverables

- Daily: Updated inquiry and enrollment records, processed communications, and follow-up on urgent administrative items.

- Weekly: A brief leadership update covering enrollment progress, missing documents, upcoming deadlines, and unresolved tasks.

- Monthly: Updated file-completeness trackers, renewal calendars, and administrative reporting materials.

Authority and role boundaries:

The assistant performs administrative work under leadership's direction. Final decisions concerning enrollment eligibility, staffing, spending, compliance, and program policy remain with authorized management. Direct classroom coverage or child supervision requires separate assignment and verification that applicable qualifications and staffing requirements are met.

Performance expectations

Work should be accurate, timely, organized, and confidential. The assistant is expected to communicate professionally, follow through on assignments, and raise concerns early.

Pay: $23.00 - $26.00 per hour

Expected hours: 40.0 per week

Education:

• Associate (Preferred)

Experience:

• School administration: 2 years (Preferred)

Work Location: In person