Executive Administrator

ROLE SUMMARY

The Executive Administrator, with emphasis on Project Management responsibilities, provides seasoned and comprehensive administrative support to executive leadership, by managing special projects, ensuring smooth execution of executive directives, coordinating the operationalization of the agency’s strategic plan, and performs other high-level administrative duties to ensure successful execution of assigned projects. The Executive Administrator reports to the Chief Administrative and Business Officer but works closely with the Chief Program Officer and VP of Human Resources, and supports, as required, other members of the executive leadership team to manage and prioritize multiple projects, deadlines, and resources, ensuring efficiency and effectiveness across a wide range of tasks.

ESSENTIAL RESPONSIBILITIES

Must have demonstrated Project Management experience.

Project Management

• Oversees the project management function of the Executive Team, managing cross-functional initiatives from launch to completion.
• Develops project plans, including defining project scope, goals, timelines, and deliverables, and proactively follows up with internal and external stakeholders to gather project requirements and ensure alignment on pending projects.
• Establishes a communication schedule to update stakeholders on the progress, status and success metrics of the project and key deliverables.
• Conducts data analyses, identifies potential risks, and develops mitigation strategies.
• Supports the agency’s Strategic Planning process through the development and administration of planning tools, data capture and documentation, and reports preparation. v

• Manages strategic monitoring, tracking, and support of Wellnest’s operating plan and preparation for Strategic Planning Team meetings and manages follow-up to key actions and decisions.
• Coordinates agendas, schedules and records Project and Strategic Planning Team meetings, supports the facilitation of meetings, and provides monitoring reports on the overall planning progress based on established timelines.

• Reviews the quality of the work completed with the project team/leadership on a frequent basis to ensure that it meets the project standards.

• Assists with new business explorations and contract development through active project management support, providing data and monitoring reports on the new business development and implementation process, analyzing data, and support proforma financial projections, budgeting, and project spending reports.
• Maintains a keen awareness of key business priorities and supports the Executive Team’s long-term goals.
• Serves as a strategic advisor to executives on cross-departmental projects, opportunities for cross-collaboration, process improvement, and problem-solving.
• Implements best practices for project management, including agile methodologies and tools such as Microsoft Project, Trello or Asana.
• Fosters a culture of collaboration and teamwork among project team members to ensure the successful completion of projects.

Administrative Support

• Provides high-level, confidential administrative support, including managing executives’ calendars.
• Creates, maintains, and updates a variety of documents, including drafting and editing emails, preparing meeting agendas, recording minutes, and cre