Executive Administrative Assistant and Project Manager to the Chief Executive Vice President, Strategy and Research Officer (CEVPSRO)

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 &