Job Order Detail

Description

Confidential Secretary  Job Summary

The Confidential Secretary supports the Executive Director in administrative duties and daily operations at the daycare, ensuring organizational efficiency and effective communication. This role requires exceptional organizational, communication, and problem-solving skills, handling sensitive information while maintaining accurate records.

Key Responsibilities

Administrative Support: Manage schedules, correspondence, reports, and confidential records, including employee files, financial documents, and Board minutes.
Communication: Handle inquiries from staff, families, and external stakeholders, draft written communications, and ensure timely responses.
Scheduling & Meetings: Organize appointments, meetings, and events; prepare materials; take and distribute minutes.
Financial Administration: Assist with financial tasks, including expenses, purchases, and payroll coordination with the bookkeeper.
Document Management: Prepare and maintain reports, contracts, and policies; ensure organized filing systems.
Board & Staff Support: Prepare reports for Board meetings, manage follow-ups, and assist staff with administrative tasks.
Risk Management: Safeguard confidentiality of sensitive information and work with the Executive Director to mitigate risks.
General Office Support: Maintain a well-organized office environment and oversee supplies and operations.
Relationships

Internal: Executive Director, staff, bookkeeper, Board, caregivers.
External: Ministry of Education, public health, municipal/provincial governments, NESD, social services, child care community.
This role requires professionalism, discretion, and a commitment to supporting the daycares operations and goals.