Description

The Executive Assistant/Project Manager provides executive level administrative and project management support for members of the executive team of the organization. You’ll contribute to the overall organization’s success by keeping a pulse on executive priorities, and closely communicating with the executives, with efficiency and deliverable projects.

Why Work for Person Centered Services?

When you join the Person Centered Services team, you can make a difference in the lives of people with intellectual and developmental disabilities, while also reaching your own career goals:

• 20 Days of paid time off (PTO) in your first year! Increasing to 25 Days in your second year! 
• Comprehensive health insurance plans for you to choose what best fits your needs (Medical, Dental & Vision)
• 401(k) – the Company matches 50% of the first 6% up to a maximum of 3% 
• Company paid benefits: basic life insurance, long-term disability, and a Lifestyle Spending Account with a benefit of up to $500 set aside for employees to spend on wellness eligible expenses! 
• Employee Discount and Wellness Programs - Currently providing 3 paid hours per week for exercise/ personal wellness! 
• Professional development opportunities including mentorship program options and ongoing coaching

Position Responsibilities

Project Management

• Maintain and tracks detailed priority list of projects and engagements.
• Maintain an efficient flow of information between all levels of the organization including internal and external contacts on a wide spectrum of plans and priorities.
• Manage complex/discrete projects.
• Develop and manage a detailed project schedule and work plan.
• Provide project updates on a consistent basis to various stakeholders about strategy, adjustments, and projects.
• Predict resources needed to reach objectives and manage resources in an effective and efficient manner.
• Utilize industry best practices, techniques, and standards throughout the entire project execution.
• Follow up with the executive’s direct reports on projects, and tasks, and provide support. 

General Administration

• Prepare documents/folders for members of the executive team and organization needs as directed by the Executive team.
• Research products/materials needed for various initiatives.
• Process expense reimbursements for approval, when required or requested.
• Prepare forms, memos, reports, and other correspondence as directed by members of the executive team.
• Proactively anticipate needs of the executive team members and makes suggestions and recommendations as needed.
• Ensure that urgent and priority correspondence, scheduling issues, travel modifications, etc. are communicated in a timely and effective manner.
• Coordinate travel arrangements; prepare and distribute schedules/agendas for travel.
• Track and help drive completion of key deliverables and follow-up on outstanding items.
• Manage annual goals process and tracking. Assists with goals update process and slides for executives supported.
• Maintain and distribute organizational chart according to established schedule. 
• Facilitate policy committee meetings, distributing agenda and materials, updating policies and preparing policy update communications as needed. 

Calendar Management and Planning

• Organize requests and allocate executives’ time appropriately to enable optimal and strategic prioritization of work. Make meeting commitments on behalf of the executive team members. 
• Manage complex scheduling with highly developed proactive organizational skills. 
• Follow up within 24 hours of all requests.
• Keep the executives proactively informed of incoming changes to schedules and makes recommendations for alternatives when conflicts or issues arise.

Board, Committee, and Corporate Administration

• Provide support for a range of meetings in which the executives have lead roles, including scheduling, materials/presentation creation, agendas, organizing physical or virtual meeting logistics, and ordering meals, if allowable.
• Review and send out communications on behalf of executives.
• Maintain Board, Committee, and Membership as applicable.
• As needed, attend, run presentations, and record minutes for meetings of the Board of Directors and the Executive Leadership Team, as well as select internal and external committees/meetings for executives supported.
• Maintain official files, including regulatory correspondence and records of the Corporation.
• Schedule meetings with large groups (pod meetings) of staff for executives including follow up to obtain questions beforehand.

Other

• Assist with paperwork creation and filing with government entities.
• Complete tasks in the Electronic Medical Record as needed (ex. data entry, reporting of data, assisting stakeholders).
• Assist with facilitating and organizing webinars for executive team members supported.
• Prioritize and manages multiple projects at once, following through, and handling issues in a timely manner.
• Exercise various degrees of discretion and judgment with sensitive matters and information.
• Commit to a respectful, just, and supportive environment for individuals and coworkers aligning with the company’s commitment to diversity, equity, and inclusion.
• Other duties, as required or assigned.

Requirements

• Bachelor’s Degree, required
• At least 2 years of experience supporting senior leaders required
• At least 3 years of related experience in project management and/or administrative support functions , preferred
• Experience seeing projects through the full cycle, preferred
• Familiarity with I/DD provider agencies, OPWDD, or Health Homes, preferred

Knowledge, Skills, and Abilities

• Ability to work autonomously with minimal supervision.
• Experience and ability to occasionally work remotely and independently.
• Strong organizational skills.
• Strong planning skills
• Excellent communication skills, including interpersonal and phone skills.
• Excellent writing and word processing skills.
• Advanced proficiency with Microsoft Office suite, especially Word, Excel, and Power Point.
• Ability to keep sensitive and privileged information confidential.
• Demonstrates cultural competence.
• Demonstrates ethical and professional responsibilities and boundaries.
• Ability to prioritize and manage multiple projects simultaneously.
• Proactively approaches professional responsibilities.
• Completes work in a timely manner.