What are the responsibilities and job description for the Executive Administrative Assistant and Project Manager to the Chief Executive Vice President, Strate position at Caring Health Center Inc?

Job Description

Position Title : Strategic Executive Project Administrator / Executive Admin to CEVP

Reports to : Chief Executive Vice President, Strategy & Research Officer (CEVPSRO)

Supervises : Specified project staff : Digital Navigators (subject to change per assign projects)

Salary Status : Exempt

Hours : 32 hours

Minimum Requirements :

Bachelor’s degree and 3-5 years of experience in project management and executive support to C-level executives.
Fluency in English; Excellent written and verbal communication skills including professional correspondence skills.
Experience or ease with learning and utilizing multiple software systems (e.g., Project management software (Asana); Blackbaud FENXT (finance software); meeting platforms (Zoom); etc.; Word Processing, Spreadsheet creation, Calendaring and Emailing both through Google Suite, and Microsoft Office.
Ability to maintain strict confidentiality.
Experience in calendar management, professional correspondence, scheduling, and travel coordination.
Strong organizational skills, with an ability to manage multiple projects and priorities simultaneously.
Exceptional interpersonal skills with the ability to build relationships with internal and external stakeholders and effectively engage with senior leadership and cross-functional teams in a culturally diverse environment.
Ability to thrive in a fast-paced, dynamic environment and adapt to shifting priorities.
Proven experience in project administration, coordination, or executive support, with a focus on strategic initiatives.
Exceptional attention to detail and ability to quickly learn and implement departmental procedures and policies.

Key Responsibilities :

Executive Administrative Support :

Assist the CEVPSRO with the submission of direct staff timesheets.

Manage phone communications and screening when necessary.

Proactively manage an extremely active executive calendar and provide office administration support.

Compose professional correspondence, triage emails, coordinate meetings, develop agendas, take notes, and track action items.

Strategic Project Management and Support

Provide project management of CEVP specified, top priority projects.

In collaboration with the CEVP, develop and implement a CEVP executive administration scope of work and related workflows.

Provide project management of current grant initiatives, including Digital Navigation.

Facilitate the development of plans related to assigned projects and manage them from initiation to completion.

In collaboration with the Policy Committee and in support of the CEVP oversight of regulatory guidelines, support efforts to track, update, and maintain policies and procedures for RPH departmental and organization.

Provide Grants & Development Committee monthly meeting support as needed.

Process and System Optimization :

Contribute to the advancement and implementation of standardized administrative processes and procedures, making recommendations to streamline workflows and enhance efficiency.

Support the development and building of systems of oversight, tracking and reporting on the organizational Strategic Plan.

Assist VP RPH and CEVP with building a standardized grant tracking and reporting system across departments.

Meeting Facilitation & Logistics :

Support CEVP-related event coordination for external stakeholders (funders, research partners, government officials, community organizations) in collaboration with the COS and executive team.

Draft and update presentations and provide speaker support for CEVPSRO.

Update various platforms with biographies of CEVPSRO and department leaders.

In collaboration with the VP RPH and CEVP, prepare Grants Committee funding landscape monthly meeting packets (current funding, term funding, summary of pending funding gaps to sustain service delivery and / or staffing model, performance metrics to meet funding benchmarks).

Cross-Functional Collaboration :

Foster effective collaboration with the Marketing, Communications & Development (MCD) team to track and maintain Research & Population Health (RPH) webpage content.

Collaborate with Project Managers and Directors to track reporting deliverables, invoicing / expenditures across multiple departmental projects & grants as needed.

Support monitoring and audit functions and investigations.

Collaborate with cross-departmental teams (e.g., Marketing, Interpreting / Translation) on organizational promotional materials.

Working Conditions :

Ability to stand for prolonged periods of time.

Ability to perform moderate activities such as climbing stairs, bending, stooping, reaching, and lifting up to 20 pounds at times.

Potential exposure to adverse outdoor environmental conditions.

Infrequent travel to our different sites may be required.

May come in contact with sick patients at time.

This position requires compliance with Caring Health Center’s compliance standards, including its Standards of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element considered as part of the regular performance evaluation.

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