Executive Assistant - Per Diem/Part-time/Full-time

Vermont Learning Collaborative

Vermont Learning Collaborative - Windsor, Vermont Job Details

Job ID:

5918312

Application Deadline:

Posted until filled

Posted:

Yesterday

Starting Date:

To Be Determined

Job Description

Scope of Position:

Under the general supervision of the Executive Director, the Executive Assistant performs highly responsible, confidential, and complex administrative and secretarial assignments in support of the Executive Director, the Board of Directors, and member supervisory unions. This role requires considerable use of discretion, tact, diplomacy, and judgment. This is a part-time, primarily remote position requiring occasional on-site presence for Board and committee meetings. The Executive Assistant plays a central role in Board documentation and public meeting compliance, coordination of district service referrals, and support of human resources onboarding functions, while prioritizing and managing work activities so that the goals and objectives of the agency are accomplished within established timeframes.

Performance Responsibilities:

The primary duties and responsibilities include, but are not limited to, the following, along with adherence to all agency policies and procedures. Additional duties may be assigned as necessary to meet the organization's operational needs.

General Administrative Support

Provide comprehensive administrative support to the Executive Director, including managing calendars, appointments, correspondence, and travel arrangements.

Prepare, proof, and edit correspondence, reports, presentations, and other documents as requested by the Executive Director.

Receive and screen calls, emails, and inquiries; determine priority and route to the appropriate staff member.

Maintain organized and confidential central office files and records.

Maintains accurate and timely information on the agency's website.

Support the agency's budget process and general office operations as needed.

Support the agency's compliance with state and federal accountability as needed.

Board Governance and Meeting Compliance

Prepare and distribute Board of Directors and sub-committee meeting agendas and board packets in advance of scheduled meetings.

Post meeting warnings and agendas with members' central offices and on the agency website in compliance with Vermont's Open Meeting Law.

Attend Board of Directors and committee meetings on-site as required; record, prepare, and distribute accurate meeting minutes, and post minutes to the agency website in a timely manner in compliance with Vermont's Open Meeting Law.

Coordinate logistics for Board of Directors, sub-committee, and annual/special meetings, including scheduling, materials distribution, and venue arrangements.

Track and support completion of required Board member training and related documentation.

District Service Referral Coordination

Receive and log incoming district service referral requests in the agency's referral tracking system.

Communicate with member districts regarding referral status and requirements.

Coordinate assignment of service providers to referrals, tracking provider availability and caseloads.

Collect, log, and organize completed provider reports and ensure timely follow-up on outstanding items.

Review provider and vendor invoices related to referral services for accuracy and completeness prior to processing.

Maintain accurate referral and service records in compliance with agency and state reporting requirements.

Human Resources and Onboarding Support

Assist the Human Resources function with onboarding of new employees, including preparation of onboarding materials and required paperwork.

Coordinate new hire orientation logistics and scheduling in partnership with HR and program supervisors.

Support tracking of required staff training, certifications, and annual contract or agreement completion.

Assist with maintaining confidential personnel files and records in accordance with agency policy.

Communication and Liaison

Serve as a communication liaison between the Executive Director's office, the Board of Directors, member supervisory unions, and outside partners, including the Vermont Agency of Education as applicable and directed.

Serve as a model for high-quality customer service to internal and external contacts, responding promptly and professionally to inquiries.

Participate in team meetings and professional learning opportunities to enhance skills and knowledge.

Ensure compliance with all applicable federal, state, and local laws and regulations, including Vermont's Open Meeting Law.

Creates promotional materials for professional development, vendors and other agency needs and distributes to member and non member districts and mailing lists.

General

Other duties as assigned by the Executive Director.

Position Type:

Part-time

Salary:

$19 to $28 Per Hour