Administrative & Front Desk Coordinator - Child Services

Child Care Associates; Fort Worth, Northern (TX, KY); Hybrid; USD 38,000 - 56,000; Full time

Job summary

Child Care Associates is seeking an Administrative Assistant to provide comprehensive support to the Child Services department, coordinating day-to-day office operations, managing calendars, preparing reports, and handling confidential documents with accuracy and discretion.

The role includes front desk coverage, greeting visitors, managing mail, assisting with grant reporting and compliance, supporting events and organizational projects, maintaining files, and collaborating across teams; a high

Qualifications

• High school diploma or equivalent with at least three years of experience in an administrative or executive support role.
• A bachelor's degree in business administration or a related field is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant business software.
• Ability to type 60-70 WPM with minimal errors.
• Strong verbal and written communication skills, with the ability to interact professionally and effectively at all levels of the organization.
• Exceptional attention to detail, strong organizational abilities, and the capacity to manage tasks efficiently in high-pressure situations.
• Ability to maintain confidentiality regarding personnel matters while demonstrating professionalism and courtesy in all interactions.
• Comfortable working closely with executive leadership and cross-functional teams, providing high-level administrative support.
• Experience planning, coordinating, and executing events or projects with precision, ensuring follow-through on all details.
• Capable of streamlining processes, managing documentation, and handling administrative workflows with accuracy and efficiency.
• Reliable, insured vehicle for work-related transportation.

Responsibilities

• Prepare and process correspondence, reports, and forms for the Child Services leadership team with accuracy and efficiency.
• Manage and update the Child Services team’s monthly calendar, ensuring seamless scheduling and coordination.
• Process purchase requests and track expenditures to support team operations.
• Maintain and organize administrative, program, and personnel files with attention to accuracy and confidentiality.
• Assist in compiling program statistical reports, ensuring data accuracy and timely submission.
• Support the preparation of grant proposals and other program-related documents, ensuring compliance with requirements.
• Utilize office equipment effectively and optimize workflow for efficiency.
• Identify and communicate issues, facilitating resolutions in a timely manner.
• Review reports for accuracy and completeness before submission.
• Manage incoming and outgoing mail and deliveries, ensuring proper distribution.
• Provide direct support to the Child Services Executive Director and assist with team projects and special initiatives as needed.
• Support the planning, execution and tracking of key organizational projects.
• Develop timelines, assign tasks, and ensure deadlines are met.
• Coordinate cross-departmental collaboration and communication.
• Prepare reports, data summaries and presentations to track project progress.
• Assist with grant reporting and compliance as needed.
• Perform other related duties as assigned to support the overall success of the Child Services department.

Skills

Microsoft Office

Typing 60-70 WPM

Communication skills

Confidentiality

Organizational skills

Project coordination

Event planning

Team collaboration

Education

High school diploma

Bachelor's degree preferred

Tools

MS Office

Calendar software

Job description

Child Care Associates is seeking an Administrative Assistant to provide comprehensive support to the Child Services department, coordinating day-to-day office operations, managing calendars, preparing reports, and handling confidential documents with accuracy and discretion.

The role includes front desk coverage, greeting visitors, managing mail, assisting with grant reporting and compliance, supporting events and organizational projects, maintaining files, and collaborating across teams; a high