Executive Assistant to Director of Operations

Executive Assistant to the Director of Operations

Your Child and Mine Early Learning A Place to Grow Personal Touch Early Learning

Department: Executive Administration & Operations

Reports To: Director of Operations

Employment Type: Full-Time

Location: Philadelphia, PA & Surrounding Areas

Position Summary

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 and ensuring timely execution of operational responsibilities.

Key Responsibilities

1. Executive & Administrative Support

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.

Follow up on delegated assignments to ensure deadlines are met.

1. Multi-Site Operations Coordination

Serve as a point of contact between the Director of Operations and individual childcare centers.

Monitor daily operational updates from center directors.

Assist in coordinating staffing needs, facility concerns, and administrative requests.

Track outstanding operational issues and follow up until resolved.

Help ensure center directors submit required reports and documentation on time.

Coordinate site visits, inspections, and leadership meetings.

1. Compliance & Documentation

Assist with organizing documentation related to DHS licensing, Keystone STARS, and other regulatory requirements.

Monitor upcoming compliance deadlines and required submissions.

Maintain organized records of inspections, corrective action plans, and licensing documentation.

Support preparation for internal audits and regulatory visits.

Track employee clearances, training requirements, and documentation in coordination with HR and center leadership.

1. Staff & Leadership Accountability

Maintain a centralized tracker of assignments delegated to center directors and administrative personnel.

Follow up on weekly priorities, operational goals, and outstanding tasks.

Collect weekly operational reports and summarize key findings for the Director of Operations.

Assist with coordinating employee onboarding, training schedules, and leadership development activities.

Escalate unresolved concerns or missed deadlines to the Director of Operations.

1. Reporting & Data Management

Compile weekly and monthly operational reports.

Track enrollment updates, staffing needs, attendance trends, and center performance indicators.

Maintain spreadsheets, dashboards, and task management systems.

Organize information for leadership meetings and operational reviews.

Assist with monitoring supply requests, maintenance needs, and vendor follow-ups.

1. Communication & Special Projects

Facilitate professional communication between corporate leadership and center directors.

Coordinate special projects assigned by the Director of Operations.

Follow up with vendors, contractors, and service providers.

Assist with planning company meetings, staff development days, and organizational events.

Identify opportunities to improve administrative processes and operational efficiency.

Qualifications

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.

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 and attention to detail.

Ability to manage multiple priorities independently.

Professional discretion when handling confidential employee, family, and business information.

Strong follow-through, problem-solving, and ti…