Jobs at CADES- Children and Adult Disability and Educational Services (Now Hiring) — 9 open

Job DetailsJob Location: Main Location - Swarthmore, PA 19081Position Type: Full TimeJob Shift: DaySUMMARY:

The Project Manager Assistant (PMA) is a one-year temporary position providing administrative and organizational support to the Chief Executive Officer (CEO), enabling them to focus on core strategic direction. The PMA aligns their activities with meeting the strategic priorities of the organization by managing daily tasks including, but not limited to, scheduling, correspondence, collecting data, and preparing reports. The PMA identifies and analyzes the key functions needed to support the CEO to support development of administrative Standard Operating Procedures. The PMA maintains and refines internal processes that support senior executives and coordinates internal and external resources to expedite workflows that maximize the operational efficiency of the CEO. Additionally, the PMA provides administrative (creating and sustain structure and process) and implementation (tracking milestones, driving priorities, and special projects) support and is a point of contact for the CEO managing communication and discreetly maintaining confidential information.

DUTIES AND RESPONSIBILITIES:

Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives by managing the CEO’s calendar to align the daily, weekly, and long-term focus of the CEO ensure the best use of time and address strategic priorities.
Plan and orchestrate work to ensure that the executive’s priorities are met, organizational goals are achieved, and best practices are upheld.
Analyze key functions with purpose of collecting data for development of Standard Operating Procedures (SOP) for future administrative CEO support.
Manage scheduling for the CEO including agendas, mail, email, phone calls, stakeholder management, and other organizational logistics.
Follows up with senior leadership on the completion and delivery of outstanding action items.
Compile data, prepare presentations, and organize documents needed by the CEO.
Collect and analyze data to help frame decisions and identify progress on key performance indicators (KPIs) to update balanced scorecard and dashboards as needed.
Support by researching opportunities to streamline activities, create efficiencies, and execute quality improvement measures to meet the organization's mission.
Oversee general office processes including, but not limited to, ordering supplies, entering expense reports, managing receipts and purchase orders, sending reminders, drafting executive summaries, leading administrative support staff, and other day-to-day tasks.
Provide administrative and office support with activities including, but not limited to, spreadsheet creation, faxing, printing, maintaining a corporate records filing system and contact database.
Draft internal and external communications including, but not limited to, newsletters, blogs, reports, and presentations on behalf of the CEO.
Research and compile data for review and presentation by the executive team for the Board of Directors and committees.
Assemble agendas and materials for board and board committee meetings.
Assist with onboarding of new board members by ensuring training, monitoring term lengths, ensuring policy compliance, and updating demographic information.
Set up meetings, conferences, and video calls as necessary.
Coordinate travel, accommodations, and itineraries as necessary.
Provide support for research and other special projects as needed.
Handle sensitive and confidential information with discretion.
Manage relationships by acting as a point of contact between the CEO and stakeholders, both internal and external.
Organize team communications and plan events, both internal and off-site as necessary.
Record meeting minutes and distribute and manage action items for leadership team.
Provide administrative support to other executive management staff as needed as directed by the CEO.
Perform other duties as assigned.

QualificationsEducation/Experience/Skills Requirements

Bachelor’s Degree and one (1) year administrative experience.
Knowledge of non-profit human services programs preferred.
Prior successful experience in developing internal processes and filing systems.
Demonstrated ability to work in a fast-paced environment and effectively prioritize tasks.
Demonstrated strong attention to detail.
Demonstrated ability to work effectively as part of a team.
Demonstrated strong time management and organizational skills.
Demonstrated excellent judgment with the ability to independently solve problems and make decisions with little or no need for direct supervision.
Demonstrated ability to anticipate changes and/or identify issues and take appropriate and effective actions.
Demonstrated ability to maintain confidentiality of information related to the organization, its employees, and customers.
Demonstrated ability to analyze and interpret data and recommend actions based on results.
Demonstrated high level of integrity, professionalism, and responsibility.
Excellent customer interaction, collaboration, and written and verbal communication skills.
Demonstrated advanced experience with Microsoft Office applications, including Word, Excel, Outlook, SharePoint, and PowerPoint; Publisher and report writer experience preferred.
Prior experience overseeing budgets and expenses preferred.
Knowledge of electronic management/electronic records systems preferred.
Must be able to perform CPR, First Aid, and crisis intervention using agency-trained protocols.

Must possess a current, valid driver's license in the state of residence, have a minimum of three (3) years of driving experience within the United States, and have an acceptable driving record, which will be assessed through a review of the Division of Motor Vehicles (DMV) record.
Available for evening and weekend work as needed and scheduled.
Ability to attend meetings off site as necessary.