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

Vermont Learning Collaborative; Windsor (VT); Hybride; USD 26 000 - 39 000; Temps partiel

Résumé du poste

Vermont Learning Collaborative in Windsor, Vermont seeks an Executive Assistant (per diem/part-time/full-time). This role provides high-level administrative support to the Executive Director, manages calendars, correspondence, and travel, and ensures Board documentation and meeting compliance.

The position is primarily remote with occasional on-site attendance for Board and committee meetings. Requirements include 5+ years of administrative or secretarial experience; Associate degree preferred.

Qualifications

• Five or more years of related administrative or secretarial experience.
• Associate's degree preferred; relevant coursework or equivalent experience.

Responsabilités

• Prepare comprehensive administrative support to the Executive Director, including calendars, appointments, correspondence, and travel arrangements.
• Prepare, proof, and edit correspondence, reports, presentations, and documents.
• Attend Board and committee meetings on-site when required and record minutes.
• Coordinate board packets, agendas, and meeting logistics to comply with Open Meeting Law.

Description du poste

Vermont Learning Collaborative Vermont Learning Collaborative - Windsor, Vermont Open in Google Maps

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

Vermont Learning Collaborative Vermont Learning Collaborative - Windsor, Vermont Open in Google Maps

Job Details

Job ID: 5918312

Application Deadline: Posted until filled

Posted: Sep 08, 2026 12:00 AM (UTC)

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 Prepare 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.
• Other duties as assigned by the Executive Director.

Position Type: Part-time

Salary: $19 to $28 Per Hour

Job Categories

Support Staff > Administrative Assistant

Support Staff > Human Resources

Support Staff > Receptionist

Support Staff > Secretary

Welcome to Vermont Learning Collaborative

Vermont Learning Collaborative is a non profit educational service agency serving the southeast region of Vermont. VTLC provides evaluation services, related services, evaluation services, professional development, consultation and special education programming to supervisory unions and districts in the southeast region.

Job Requirements

• Education and Experience: Associate's degree preferred; relevant coursework or equivalent experience considered. Five or more years of related administrative or secretarial experience. Experience in a public school, special education, or educational service agency setting is strongly preferred.
• Certifications and Licenses: Citizenship, residency, or work visa required. Current, valid driver's license and reliable personal transportation required for travel to on-site Board meetings.
• Work Environment and Physical Demands: This is a primarily remote position; a private, reliable home workspace with high-speed internet is required. On-site attendance is required for Board of Directors and committee meetings held in southeastern Vermont. Occasional additional travel within the region may be required to support member supervisory unions. Noise level in on-site settings is typically moderate. Regularly required to communicate verbally, listen, and use hands for computer and office tasks. Frequently required to sit for extended periods while working remotely. Occasionally required to stand, walk, and lift and/or move up to 25 pounds (e.g., meeting materials). Visual acuity requirements include close vision and the ability to adjust focus for extended screen use. Ability to work and provide deliverables within compressed timeframes as needed.
• Other Information: This position description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties, responsibilities,and activities may change at any time, with or without notice, including adjustments to weekly hours based on the evolving needs of the agency and its member supervisory unions.
• At least 5 year(s) of relevant experience preferred.
• Associate degree preferred.
• Citizenship, residency or work visa required

Contact Information

• Jill Graham , Executive Director
• 54 Main Street
• Windsor, Vermont 05089
• Phone: [phone]
• Email: [e-mail]