Children's Place Association · 3 weeks ago
Executive Assistant to Chief Program Officer
Chicago, IL
Full-time
Hybrid
Mid Level
$55K/yr - $55K/yr
3+ years expChildren's Place Association is a multi-program human services agency seeking an Executive Assistant to support the Chief Program Officer in achieving strategic and operational goals. The role involves high-level administrative support, coordinating schedules and communications, and assisting in program operations and compliance.
Child CareHealth CareMedicalNon ProfitTherapeutics
Responsibilities
Manage professional scheduling for the CPO, including meetings, agendas, mail, email, phone calls, and travel logistics
Coordinate the flow of information between the CPO and program directors, frontline staff, and internal teams
Assist in preparing for Executive Leadership, Board, and committee meetings: create agendas, take minutes, track follow-ups, and compile documentation
Complete weekly, bi-weekly and monthly expense reports and procurement paperwork for the CPO
Support program operations through document drafting, data entry, spreadsheet creation, inventory tracking, and database maintenance (e.g., ChildPlus, COPA, Salesforce)
Maintain documentation for safety, compliance, and inspection schedules across multiple program sites (e.g., checklists for playgrounds, classrooms, and program facilities)
Track client co-payments
Coordinate internal meetings, off-site events, staff training logistics, and facilities scheduling
Conduct monthly ordering of program supplies and contractual invoicing in compliance with agency policies
Completes end-of-month reports per funder and submits to CPO
Draft professional correspondence, flyers, internal memos, and reporting summaries
Support daily needs of programs as needed
Provide courteous and professional communication to clients, families, vendors, and visitors across programs
Translate and interpret for Spanish-speaking families when needed
Assist with NAEYC and COA accreditation preparation and data collection
Maintain up-to-date compliance documentation including Environmental Health & Safety binders, inspection logs and drill reports
Participate in quality assurance and program evaluation tasks as directed by the CPO
Qualification
Required
Minimum 3–5 years in an administrative, office coordination, or program assistant role, preferably in a nonprofit or human services setting
Excellent verbal and written communication
Strong organization, time management, and attention to detail
Ability to handle sensitive and confidential information with discretion
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
Ability to manage competing priorities with flexibility and calm under pressure
Valid driver's license and automobile insurance required
Preferred
Bachelor's degree preferred OR minimum of 5 years administrative experience supporting senior leadership
Spanish fluency strongly preferred
Experience with platforms such as ChildPlus, COPA, or Salesforce a plus
Company
Children's Place Association
Children's Place Association provides early childhood education, child, and family support services.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Cinaiya Stubbs
President & Chief Executive Officer
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