Executive Assistant VP Strategy and Impact

Philadelphia, PA, USA Req #544
Tuesday, June 8, 2021

                                                                                  THE MISSION OF PROJECT HOME

The mission of the Project HOME community is to empower adults, children, and families to break the cycle of homelessness and poverty, to alleviate the underlying causes of poverty, and to enable all of us to attain our fullest potential as individuals and as members of the broader society. We strive to create a safe and respectful environment where we support each other in our struggles for self-esteem, recovery, and the confidence to move toward self-actualization.

 

Project HOME achieves its mission through a continuum of services comprised of street outreach, a range of supportive housing, and comprehensive services. We address the root causes of homelessness through neighborhood-based affordable housing, economic development, and environmental enhancement programs, as well as through providing access to employment opportunities; adult and youth education; and health care.

 

Project HOME is committed to social and political advocacy. An integral part of our work is education about the realities of homelessness and poverty and vigorous advocacy on behalf of and with homeless and low-income persons for more just and humane public policies.

 

Project HOME is committed to nurturing a spirit of community among persons from all walks of life, all of whom have a role to play in making this a more just and compassionate society.

 

                                                                                   THE VALUES OF PROJECT HOME

The work of Project HOME is rooted in our strong spiritual conviction of the dignity of each person.

 

We believe that all persons are entitled to decent, affordable housing and access to quality education, employment, and health care.

 

We believe in the transformational power of building relationships and community as the ultimate answer to the degradation of homelessness and poverty.

 

We believe that working to end homelessness and poverty enhances the quality of life for everyone in our community.

 

We believe that the critical resources entrusted to us to achieve our mission must be managed honorably and professionally.

 

               

 

Job Summary:  Project HOME is searching for an ambitious, quick-learning, and mission-driven Executive Assistant/Project Manager. The Executive Assistant provides daily administrative support to the Vice President of Strategy & Impact and the Directors on the Strategy & Impact team and also manages ad hoc projects to increase the effectiveness of strategic programs at Project HOME. This team supports the organization through advocacy and policy work; mission nurture; internal communications; resident advisory board; speakers bureau; training; data and quality assurance; strategic planning; and strategic initiatives. Daily administrative support includes: managing an executive calendar and travel; planning and coordinating events and meetings; monthly credit card reconciliation; and drafting, coordinating, and proofreading correspondence and reports.  Ad hoc projects include data entry, cleanup, and outcomes analyses, research projects, general project management, planning/executing community events, and other initiatives to support the team and organization.  This position provides engagement opportunities across the department and agency.

Hours: Monday - Friday 9am - 5pm with possible changes due to the needs of Project HOME

Essential Duties and Responsibilities:

Provides day-to-day administrative support to the Vice President and Directors to facilitate the efficient functioning of the department and manages special projects to support strategy and impact programs.

        Manage and develop special projects which may include but are not limited to: best practices research, data collection and analysis, strategic plan implementation, general project management, and communications, advocacy/policy, data and evaluation, mission nurture, and training projects.  Collaboratively set and meet timeline and milestones.

        Manage processes and deadlines for approvals of varying types – contracts/financial, organizational policies, communications, and more.

        Accurately and efficiently schedules and arranges conferences and meetings, reserving meeting space, arranging for audiovisual equipment and food services as needed.

        Provides effective organizational and administrative support for standing meetings as directed. This includes the preparation and distribution of agenda items/material and follow-up items, minutes, and maintenance of all such records.

        Composes confidential correspondence, memos, and reports as instructed, routing them to appropriate staff or outside agencies.  Exhibits and maintains the highest degree of discretion for dealing with highly confidential information.

        Supports development and implementation of meeting agendas.  Takes and organizes meeting minutes.  Organizes and maintains department files on SharePoint.

        Makes travel arrangements and accommodations for the department and/or their guests so as to facilitate smooth and efficient and cost-effective business travel.

        Maintains excellent financial records, including monthly financial reporting, reimbursements, and credit card expense reports; process, manage, and track all invoices, payments, and contracts. Reconciles and settles credit card account accurately. Reviews monthly income statements.

        Maintains knowledge of overall Project HOME operations in order to refer inquiries to proper person or department.

        Screens and prioritizes incoming mail and distributes accordingly.

        Greets visitors in a friendly and professional manner.  

        Maintains office copiers and other small office equipment and ensures that adequate levels of office supplies are maintained. 

        Acts as liaison to other departments as needed to resolve building and computer equipment maintenance issues. 

        Support members of the senior management team, as requested.

        Provides spot coverage for other Executive Assistants, as needed, for vacations or sick time.

 

Minimum Qualifications:

        Bachelor’s degree 

        Advanced proficiency in Microsoft Office (Word, Excel and Power Point)

        Curious and calm under pressure, with exceptionally good attention to detail and accuracy

        Excellent communication skills, both verbal and written

        Highly organized with good judgement to manage multiple processes and tasks at once while meeting deadlines effectively  

        The ability to challenge the status quo, drive innovative thinking, and provide leadership to staff

        Experience in and knowledge of homeless programs and general issues around homelessness

        Excellent writing and communication skills 

        Ability to represent the agency in the community. Experience with political advocacy and networking with other organizations

        Knowledge of data and client management systems. Experience in quality assurance, and with computers and data. 

        MSW and interest in supervising MSW interns preferred.

 

Project HOME is an Equal Opportunity Employer.  This position requires criminal background and drug check clearances.

Other details

  • Pay Type Hourly
  • Philadelphia, PA, USA