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Description
Daily communication with the ECE Director regarding Partnership & ECE priorities, realities, and projects; Forward thinking regarding meetings: Collects knowledge and information regarding Director's upcoming meetings; develops agendas for meetings for Director to review; distributes agendas as appropriate; Forward thinking regarding ECE Partnership issues: identifies potential issues, independently solves minor issues, makes recommendations regarding solutions; Maintain a running to do list: A list for ECE Partnership initiatives and active projects; a list for initiatives and daily/weekly activities for the ECE Director; Conduct weekly meetings with ECE Assistant Directors and Office staff regarding their projects and work; report back to Director regarding realities and additional support that may be needed
Meetings: Schedule all Partnership meetings & sets up for them;?maintains the Master ECE Partnership electronic meeting calendar and notifies staff of any changes; sends Outlook calendar invites to staff invited to meetings; communicates meeting changes & works collaboratively to schedule meetings; Managing the daily calendar of the Director: scheduling all meetings via Outlook, schedules home visits, class visits, and staff meetings, coordinating with others to schedule larger meetings; takes minutes for all meetings, files minutes in Teams, and distributes minutes as appropriate
Partnership News: creates the weekly Smore template; sends out 'pre-read' emails & adjusts newsletter based upon feedback; collects information from others to add to Partnership News; follows up with Partnership staff to submit information; sends newsletter; maintains Smore listservs; manages Partnership News Spotlight & other reoccurring Newsletter editions; ensures all links are working; uploads information; Leading in-depth analysis and reviews of ECE issues; Able to fill temporary gaps that occur due to challenges experienced by ECE leadership team or ECE office team; External venues: scheduling rooms for external venues; submitting contract to legal for use of the space; working with venues and designated ECE staff regarding the specific details for the set up and flow of the event.
Professional Development and community events: Inviting appropriate staff, collecting RSVPs, sending instructions for the event; Coordinating and setting up for meetings led by the Director; Leading initiatives to support Partnership staff with life-events such as surgeries, family deaths, pregnancies; Manage travel arrangements for Director; Submit information regarding the ECE to Dateline; Update information on the ECE website, as appropriate
Email review: reviewing emails from Director and responding as appropriate.
Keeps information confidential
Other duties as assigned
Requirements
• High school diploma or equivalent
• three years experience of secretarial support using current technology preferred
• high level skills in reading, writing and spoken language preferred
• demonstrates respect for diverse cultural community
• Proficient in administrative software, such as Microsoft Office Suite, to effectively perform tasks such as scheduling, data management, and document creation
Date Posted: 30 May 2025
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