Administrative Assistant
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Job Description
Administrative Assistant supporting Acelero’s mission to eliminate gaps in early childhood education. Providing high-level administrative, project coordination, and implementation support for a statewide initiative.
Responsibilities:
- Manage the Project Director’s calendar, including prioritization of meetings with OEC, LGPs, internal leadership, and partners
- Prepare meeting agendas, briefing materials, slide decks, and follow-up summaries for internal and external meetings
- Track action items, decisions, and deadlines resulting from leadership, OEC, and LGP meetings; follow up to ensure completion
- Serve as a first point of contact for scheduling and logistical coordination related to the Project Director
- Maintain master project calendars, deliverable trackers, and timelines aligned to OEC contract requirements
- Support coordination of onboarding, training sessions, communities of practice, and statewide meetings (registration, materials, logistics, follow-ups)
- Maintain organized digital filing systems for contracts, amendments, reports, communications, and implementation artifacts
- Support preparation and submission of required reports, ensuring formatting, completeness, and version control
- Support processing and tracking of invoices, reimbursements, purchasing card documentation, and expense reports related to the LGP project
- Assist with purchase requests, vendor coordination, and tracking of project-related expenses
- Draft and format routine communications, emails, and memos on behalf of the Project Director as requested
- Support coordination across internal teams (finance, communications, data, TA staff) to ensure alignment and timely follow-through
- Participate in relevant team meetings, trainings, and planning sessions
Requirements:
- High School Diploma or equivalent required; Associate’s degree or higher preferred
- 3+ years of experience in administrative, executive support, or project coordination roles
- Demonstrated ability to manage multiple priorities, deadlines, and stakeholders simultaneously
- Strong written and verbal communication skills
- High attention to detail, follow-through, and organization
- Proficiency with Google Workspace (Docs, Sheets, Slides, Calendar) and basic data tracking tools
- Experience supporting senior leaders, contracts, or public-sector projects strongly preferred
- Ability to handle confidential information with discretion and professionalism
Benefits:
- Medical, Dental, and Vision Insurance with multiple plan options to fit your needs
- Health Savings Account (HSA) with company contributions up to $400/individuals & $800/family annually
- Flexible Spending Accounts (FSA) for health and dependent care expenses
- 401(k) Retirement Plan with up to 3% company match
- Short-Term and Long-Term Disability and Basic Life Insurance
- Up to $500 per year in Professional Development Reimbursements
- Employee Assistance Program (EAP) with counseling and mental wellness support
- Wellness Programs, including virtual fitness, nutrition, and mindfulness classes
- Pet Insurance, Legal Assistance, ID Theft Protection, and Employee Discount Perks
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