Essential Functions:

• Provides effective oral and written communication; anticipates assistance needed by identifying problems and keeps the CEO apprised of potential problems and concerns that may interfere with agency operations.
• Sort, organize and distribute copies of incoming and outgoing correspondence as needed ensuring all deadlines are met. Manage CEO’s physical and electronic mailbox daily, copying and distributing as needed. Prepares purchase orders and supply requisitions; may monitor receipt of materials and invoices.
• Manages office details and protects the employer’s time by relieving the CEO of routine requests and matters to include appointment calendar and schedule ensuring completeness and timeliness of all meetings and appearances. Prepare conference, dining, rentals, lodging and travel arrangements for CEO and Board members as directed. Prepares and submits expense reports upon return.
• Serves as a liaison on behalf of the CEO, to the Board of Directors and Senior Leadership Team to facilitate communication between those bodies and CEO. Maintains database of Board agenda items and actions; maintains and updates official files of Board minutes, agendas and resolutions; maintains permanent, historical records of the Board of Directors; maintains Board Bylaws, Board Policies and Administrative Rules and Regulations, database and files. Maintains effective working relationships with the members of the Board and Senior Leadership Team.
• Attend, plan, arrange, organize and support all regularly scheduled, periodic and annual meetings and events for Senior Leadership Team, Board of Directors and its committees. Prepare and distribute meeting notices, agendas, and supplementary materials. Transcribes meetings minutes and follow-up actions, and video or audio recordings of meetings. Prepare documents and secure signatures of Board Officers as needed.
• Quality Assurance monitor for Child and Adult Care Food Program (CACFP) ensures Head Start compliance with USDA and CACFP contract requirements and regulations by conducting onsite visits to all Head Start classrooms; reviews documentation at the center and corporate level; prepares outcome reports for manager’s, director’s and CEO review; remains current on program requirements through approved training and research.
• Perform quality assurance duties on all memorandums of understanding (MOUs), contracts and other legal documents to include but not limited to document tracking and coordination, review for accuracy and completeness, obtain all required authorized signatures and notarize as needed; ensure documents timely transmittal and distribution. Provides related audit and monitoring materials to investigative officials and or agencies as required.
• Performs special projects and related duties as assigned by CEO including the planning, coordination, and implementation of Board elections; coordinating and attending special meetings as needed and research and compile data for other projects as assigned.