Project Manager Administrative Assistant

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Position Summary :

Provides operational and administrative support to the Director of Project Management. Prioritizes and manages numerous operational, administrative, and financial tasks and projects independently while professionally interfacing with internal and external stakeholders. Ensures discretion and sound judgement are exercised while performing duties with minimal supervision.

Essential Functions :

• Effectively gathers, summarizes, and prioritizes information needed by the Director of Project Management for making decisions and responding to requests.

Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents; prepares summaries of findings and/or other related written correspondence as requested, in the research of data for ongoing initiatives and projects. Accountable for support in varying aspects of high-level work groups, roundtables, and private meetings.

• Ability to work independently and identify and solve problems. Ability to organize and prioritize all aspects of work. Ability to collaborate with the leadership teams within various departments.

May conduct background research and draft documents in addition to ensuring information is developed and reviewed for presentations. Provides support to the Director of Project Management in managing and resolving operational issues.

• Analyzes collected data for trends and outliers with an eye toward improving the organizations efficiency, or other specified parameters.

Performs in a back-up support role to the Director of Project Management as part of a continuity service to some business operational duties.

• Responsible for assisting with C-suite calendar management as instructed by the Director of Project Management. Coordinates discreetly and professionally with a wide variety of stakeholders for scheduling purposes.

• Participates in meetings and prepares agendas and schedules for meetings, conferences, and other assigned events; takes and distributes minutes or other notes as requested.

• Schedules meeting rooms and coordinates BEOs as needed.

• Assists in monitoring outgoing and incoming communications of all forms for the Director of Project Management.

• Provides clerical support for the Director of Project Management, which includes but is not limited to organizing, copying, faxing, and electronically/physically filing as needed. Answers and transfers phone calls, screening when necessary. Welcomes and directs visitors and clients. Maintains filing systems as assigned.

• Demonstrated ability to organize and manage multiple priorities using effective problem solving/resolution skills and a team focus.

• Helps manage monthly expense reports and invoices for the C-suite.

Other Functions :

Please note this is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member for this job. Duties, responsibilities and activities may change at any time with or without notice.

Position Requirements :

Experience:

• 2+ years in an administrative role within a customer service-oriented environment
• Previous experience working with an older adult population or in the healthcare field is preferred

Education/Certifications/Licenses:

• High school diploma or an equivalent combination of education, training and experience is required
Bachelor's degree or equivalent education and experience preferred.

Job Specific Knowledge, Skills, and Abilities:

• Highly self-motivated and able to work independently, as well as part of a team.
• Advanced level proficiency of Microsoft Office programs and ability to learn new software programs quickly.
• Type 55 WPM with demonstrated advanced computer proficiency.
• Strong analytic, critical thinking and problem-solving skills.
• Strong interpersonal skills and understanding of quality customer management and service.
• Strong verbal communication skills to effectively address issues and concerns with diverse populations while showing empathy and compassion.
• Ability to effectively interact with a diverse leadership team, team members, residents, and third-party associates, including vendors, providers, and visitors.
• Ability to effectively manage sensitive and confidential communications and information, while maintaining a high level of poise, tact, and diplomacy.

Physical Demands:

In order to accomplish the essential functions of this position, the following are required:

• A moderate amount of standing, walking, sitting, with an occasional amount of kneeling, bending at the waist, and reaching above the head and shoulders
• Ability to occasionally lift and push up to 25 pounds

• Frequent use of ordinary communication, including normal levels of hearing and vision
• Ability to use a computer or other office equipment for an extensive period of time
Ability to occasionally travel by car and/or commercial airline

Working Conditions:

This position is performed primarily indoors in a climate-controlled setting within an office environment with frequent interruptions and foot traffic.

Additional Job Requirements:

This position requires:

• Excellent time management skills with an ability to pivot and reprioritize as needed for the success of projects and for the organization.
• Understanding and carrying out oral and written instructions and reviewing/preparing detailed reports and records.

• Flexible, adaptable, and capable of working independently, as well as, working as a member of a team, and the ability to work with limited supervision.
• Routinely working on multiple tasks at the same time, under moderate to high amounts of pressure for results, with frequently changing priorities and requirements for extreme accuracy and discretion.

Safety/Security Requirements:

• Must successfully pass a pre-employment drug test.
• Must successfully pass a criminal background screening.
• Must successfully pass a tuberculosis (TB) screening test.
• Must comply with Montereau's Influenza Prevention and Vaccine Policy.

Nothing in this position description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

This document does not create an employment contract, implied or otherwise, other than an "at-will" employment relationship.

Incumbent Acknowledgement : I acknowledge that I have read this Position Description and can perform the Essential Functions as described without accommodation. I understand that should I require accommodation now or in the future, I should make a request by following the procedures outlined in the Montereau Team Member Handbook.