Job Description

ROLE SUMMARY

The Executive Administrator, with emphasis on Project Coordination 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 Coordination experience.

• Oversees the project coordination 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 creating reports.
• Responsible for conducting research, data analysis, and preparing reports to assist executives in decision-making.
• Manages coordination and logistics of internal and external meetings and other events, in-person and virtually.
• Manages the monthly credit card reconciliation and expense report process for multiple executives.
• Assists with making travel arrangements, including scheduling flights, making hotel reservations, and coordinating out-of-town meetings and trainings.
• Assists with the program’s community outreach initiatives, including outreach to local businesses, residents, neighborhood groups, local government leaders and other stakeholders.
• Assists with drafting, editing, managing application process, ensuring that all documents are submitted on time and meet all requirements for grant proposals as assigned.
• Assists with tracking deadlines, maintain records and prepare reports to ensure compliance with grant funders.
• Performs other duties as assigned.

QUALIFICATIONS

Education and Experience:

• Bachelor’s degree in business administration, management, public administration, or a related field from an accredited college or university is required. Project Management Professional (PMP) certification is preferred but may be waived based on demonstrated project management experience.
• A minimum of five (5) years of experience as an executive assistant or in a senior administrative support role, with at least 2 years focused on project management.

Certificates, Licenses and Registrations:

• Must possess and maintain a valid CA driver’s license and insurable driving record.

Knowledge, Skills and Abilities:

• A strong commitment to advancing Wellnest’s mission.
• Exceptional project management skills and experience in the context of competing priorities with limited resources and infrastructure, with the ability to efficiently manage multiple projects and deadlines, work across departments and functions, and translate strategies to action.
• Proven track record of effective leadership and ability to navigate complex issues and drive strong performance results.
• Strong strategic thinking skills with an understanding of the impact that different approaches have on organizational culture and performance.
• Strong conceptual, analytical, and organizational/systems thinking necessary to interpret data, develop strategy, and lead implementation/execution.
• Strong written and verbal communication skills, including the ability to convey information to a variety of audiences (e.g., large groups, staff meetings, executive briefings, memos, etc.).
• Excellent communication skills that are rooted in accurately and effectively conveying information.
• Ability to work independently and exercise sound judgment and discretion
• Ability to maintain a high level of ethical and professional standards in accordance with agency and community policy
• Demonstrate cultural competence and sensitivity with diverse groups across lines of race, ethnicity, religion, sexual orientation, class, ability, gender, and other identifiers.
• Knowledge and understanding of the historical context of racial inequality and its present-day implications with the ability to use references and examples that speak to the experiences of a diverse audience, particularly audiences in the communities we aim to reach.
• Exemplify superior organizational skills and an ability to effectively manage multiple priorities simultaneously.
• Proven experience managing complex projects from planning to execution.
• Be a self-starter and demonstrate an ability to solve problems.
• Strong interpersonal skills and ability to build and cultivate relationships to work effectively with a variety of stakeholders across all levels of the organization.
• Skilled in engaging and working with diverse individuals and groups to accomplish established goals.
• Advanced proficiency with Microsoft Office suite (i.e., MS Word, Excel, PPT, and Outlook) and project management tools.
• Ability to thrive in a fast-paced and achievement-oriented environment.

COMPENSATION AND BENEFITS

• Annual Salary Range: $82,800-$93,034
• Wellnest offers a personalized benefits package built from a choice of available medical, dental, and vision coverage plans, as well as employer paid life insurance.
• Wellnest employees benefit from an employer sponsored 401(k) company match of up to 4% and profit-sharing contribution benefit up to 5%.

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