Administrative Assistant - Early Education Center

Job Summary

The Administrative Assistant for the Early Education Center (EEC) provides administrative and operational support to the EEC Director and program leadership. This position assists with scheduling, recordkeeping, communication, reporting, and coordination activities that support daily operations, compliance, and family engagement within Rainbow Fleet’s Montessori-inspired early learning program. The Administrative Assistant plays a critical role in maintaining organized systems, responsive communication, and operational efficiency within a licensed early childhood education environment. This position supports leadership, staff, and families while helping ensure compliance with Oklahoma Department of Human Services (OKDHS) licensing standards and organizational policies.

Essential Functions

• Administrative & Operational Support Provide administrative support to the EEC Director and leadership team, including scheduling meetings, preparing correspondence, and organizing documentation.
• Maintain accurate and confidential records, including staff files, enrollment documentation, licensing materials, and internal reports.
• Assist with preparation and organization of materials for inspections, audits, monitoring visits, and internal reviews.
• Support day-to-day office operations, including supply ordering, file management, and coordination with administrative departments.
• Assist leadership with calendar management, scheduling coordination, and administrative follow-up activities.

• Communication & Coordination Serve as a point of contact for administrative inquiries while maintaining professionalism and confidentiality.
• Support family communication by assisting with notices, conferences, enrollment coordination, and event scheduling as directed by leadership.
• Coordinate staff meetings, trainings, and professional development activities, including attendance tracking and documentation.
• Communicate professionally and promptly with staff, families, vendors, and community partners.
• Help maintain organized communication systems that support smooth daily operations.

Compliance & Documentation Support Assist with maintaining documentation required for OKDHS licensing, health and safety standards, and organizational compliance requirements. Track deadlines, certifications, renewals, and required compliance submissions. Support administrative follow-up related to mandated reporting, incident documentation, and organizational procedures in accordance with agency policy and Oklahoma statute. Maintain strict confidentiality of sensitive personnel, child, and family information at all times.

Fiscal & Data Support Assist with data entry, tracking, and reconciliation related to enrollment, attendance, billing support, and reporting activities. Support preparation of reports, spreadsheets, and operational summaries for leadership review. Coordinate administrative aspects of purchasing, invoicing, reimbursements, and expense documentation in collaboration with finance staff. Support organization and maintenance of digital and physical filing systems.

Qualifications

• Required High school diploma or equivalent.
• Two or more years of administrative support experience, preferably in an early childhood education, nonprofit, or regulated environment.
• Strong organizational, time management, and attention-to-detail skills.
• Ability to handle confidential information with professionalism and discretion.
• Proficiency in Microsoft Office, Google Workspace, and basic office technology.
• Strong written and verbal communication skills.
• Ability to work collaboratively in a fast-paced early childhood environment.

Preferred Associate’s degree or coursework in Business Administration, Early Childhood Education, or a related field. Experience supporting licensed child care programs or working with OKDHS licensing documentation. Experience with child care management systems, HR/payroll systems, or data tracking platforms. Bilingual proficiency (English/Spanish).

• Environmental & Physical Requirements (ADA Standards) Ability to work in an office and early childhood education environment with regular sitting, standing, walking, and movement throughout the facility.
• Ability to lift and carry up to 20 pounds of office or classroom materials as needed.
• Visual, auditory, and verbal acuity sufficient for administrative work, communication, supervision support, and documentation tasks.
• Exposure to normal child care environmental conditions, including noise, movement, and daily classroom activity.
• Reasonable accommodations may be made for qualified individuals with disabilities to perform these essential functions in accordance with the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act.

• Performance Indicators Accuracy and timeliness of administrative, operational, and compliance-related documentation.
• Effective support of EEC leadership and operational functions.
• Responsiveness, professionalism, and reliability in communication and coordination activities.
• Maintenance of confidentiality, organization, and data integrity.
• Contribution to smooth daily operations and a positive environment for staff and families.
• Alignment with Rainbow Fleet’s mission, vision, and organizational values.

Education

High School Diploma or Equivalent (Required) Associate’s degree or related coursework preferred.

Experience Administrative support, nonprofit operations, early childhood education, or regulated office environment: 2 years (Required)