Project Manager & Executive Assistant - Weinberg Campus

WEINBERG CAMPUS
Caring is more than what we do. It's who we are.
Founded over 100 years ago, Weinberg Campus is a non-profit organization committed to providing the highest level of medical care, personal attention, and skilled services. Our welcoming campus includes a variety of senior apartments, assisted living, memory care, skilled nursing care, and state-of-the-art rehabilitation.

JOB SUMMARY:
Manages day-to-day administrative operations of the Executive Team. Provides background information and/or documentation in preparation for meetings, conferences, interviews, appointments etc. Organizes supplies for meetings, maintains schedule for meeting rooms. Within project manager responsibilities will organize, manage, and plan projects for the organization.

 ESSENTIAL DUTIES:

• Maintenance of the flow of information between all different levels of the office contacts, both internal and external which entails oversight of the Company’s plans, priorities and policies.
• Drafts requested documents on behalf of the Executive Team for signature based on the knowledge of the stakeholder/client/customer’s interests, issues, plans etc.
• Ability to attend events on behalf of the Executive Team when they are unable to attend and professionally displays diplomacy and tact in order to positively represent the Office and the Company on all levels, at all times.
• Prepares, delivers & distributes all relevant documentation before meetings for all Executive Team Meetings as well as take minutes during all meetings.
• Has oversight of Volunteer Program as well as the onsite Gift Shop.
• Provides leadership for front desk staff to include staff scheduling while ensuring compliance with union contract.
• Principle point of contact with Security Company who provides evening and weekend coverage for front desk.
• Handles all sensitive and confidential information using poise, diplomacy and tact.
• Remains actively involved in a wide range of projects both internally and externally within the Company which may include, but are not limited to, strategic planning, organizational restructuring, leadership development, marketing tactics and management assessment.
• Responsible for researching, conceptualizing, and drafting reports or plans that remain relevant to the operational success and business goals of the Company by collaborating with senior management and stakeholders.
• Defines and identifies the project scope, team, stakeholders, timeline, goals, and deliverables and follows through to ensure that budgets and goals are met.
• Able to foresee potential problems or challenges and is able to take initiative and proactively resolve the problem and/or challenge.
• Contributes to the teams’ deliverables and assists in their success, effectiveness, and promotes passion to learn and grow within the Company.
• Project / Task Management including oversight of all objectives and deliverables, delegates tasks to the appropriate staff and supervises through completion.
• Accepts new responsibilities and areas of oversight consistent with the goals of the Executive Team.

POSITION SPECIFIC COMPETENCIES:

• Excellent computer experience including Microsoft Word, Excel, and PowerPoint.
• Excellent communication skills including both oral and written, organizational abilities, have flexibility, good judgement, and able to prioritize.
• Excellent proofreading skills.
• Ability to maintain confidentiality re: all aspects of the Executive Team.
• Display professional, positive personality at all times and represent the Executive Team in a positive and compassionate fashion when dealing with people from all levels and backgrounds.   
• Excellent organizational skills, attention to detail and ability to prioritize tasks.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.

WORKING CONDITIONS:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.

PHYSICAL REQUIREMENTS:

• Must possess good mental and physical health and pass a yearly physical examination.
• Bending and reaching for purposes of filing and/or training.
• Ability to lift 25 lbs.

EDUCATION:

• Bachelor’s degree or equivalent executive level work experience preferred.
• PMP, PgMP, CAPM, and/or comparable project management certifications highly desirable.

EXPERIENCE:

• At least two-three years of related experience required.

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