We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative and operational support to our Director of Operations. This individual will serve as a key liaison between the Director of Operations, center directors, administrative staff, and leadership team to ensure daily operations run efficiently across multiple early childhood education facilities. The ideal candidate is resourceful, professional, dependable, and capable of managing competing priorities while maintaining confidentiality.
Job Overview
- Job Type: Full-time / Remote
- Work Setting: Work from home
- Location: Remote (Philadelphia, PA & surrounding areas; ability to travel between childcare locations as needed)
- Salary: $18 per hour
Responsibilities
- Manage the Director of Operations’ calendar, appointments, meetings, and daily priorities
- Prepare meeting agendas, take detailed notes, and track action items
- Draft professional correspondence, reports, memos, and internal communications
- Organize and maintain operational documents, records, and electronic files
- Coordinate meetings with center directors, vendors, and external partners
- Serve as a point of contact between the Director of Operations and individual childcare centers
- Monitor daily operational updates, assist with staffing needs, facility concerns, and administrative requests
- Track outstanding operational issues and follow up until resolved
- Assist with organizing documentation related to DHS licensing, Keystone STARS, and other regulatory requirements
- Monitor compliance deadlines and maintain records of inspections and corrective action plans
- Track employee clearances, training requirements, and documentation
- Maintain a centralized tracker of assignments and collect/summarize weekly operational reports
- Compile weekly and monthly operational reports; track enrollment, staffing, attendance, and performance indicators
- Facilitate professional communication between corporate leadership and center directors
- Coordinate special projects, vendor follow-ups, company meetings, and staff development days
Requirements
- Qualifications: Professional discretion when handling confidential information; ability to travel between childcare locations as needed
- Experience: Minimum 2–3 years of experience in executive assistance, administrative management, or operations coordination; experience in early childhood education, multi-site operations, or a regulated industry preferred
- Skills: Strong proficiency in Microsoft Office, Google Workspace, and spreadsheet management; experience with childcare management platforms such as Brightwheel or Childware is a plus; excellent written and verbal communication skills; strong organizational skills, attention to detail, follow-through, problem-solving, and time-management abilities; ability to manage multiple priorities independently
How to Apply
Apply directly through the official application portal.