Executive Assistant to CDO and Project Coordinator

Executive Assistant to CDO and Project Coordinator

Executive Assistant to CDO and Project Coordinator

Requisition #: req
15910

Location:Grand Rapids, MI

Hours:Full-time (40 Hours/Week)

At Bethany Christian Services, we believe families provide the strongest foundation for care and connection. That's why we focus on strengthening and empowering families, always advocating for family-centered solutions to keep children safe. Our work began in 1944 with the care of a single child. Today, inspired by our faith, our aim is to demonstrate the love and compassion of Jesus in our services for children, youth, and families.

Working at Bethany means joining a team of nearly 2,000 dedicated professionals with diverse skills, serving communities across the country. Together, we’re united in our mission and these shared values: we’re motivated by our faith, we support one another, we champion justice, we pursue excellence, and we’re in it for the long haul.

As an Executive Assistant to CDO and Project Coordinator, you will be primarily responsible for ensuring the smooth and efficient administrative operations for the executive. This individual will provide support by scheduling events, managing the executive's calendar ensuring top notch time management. This individual will also have responsibility to coordinate project milestones to ensure timely completion that includes a time-bound tracking system for all projects.

The Executive Assistant to CDO and Project Coordinator will need to be highly organized, adaptable, and able to prioritise tasks while working independently. The ability to motivate others and keep them on task in a positive and encouraging manner is also a must-have skill in this position.

This position is expected to function effectively with moderate supervision while following the guidelines given on procedures, along with agency, federal, and state regulatory requirements.

ESSENTIAL

JOB RESPONSIBILITIES:

• Provide administrative support to the Vice President of IT, to include research, expense reporting, calendar management, communication, project outlines, meeting scheduling and agenda development, as needed;
• May provide support to other members of the operation team, as needed;
• Collaborate effectively across the Donor Engagement Department and other corporate departments, as needed;
• Serve as an active member and attend applicable team building meetings and other interactive sessions, as requested;
• Coordinate and maintain a schedule of appointments, and arrange conferences, interviews, and meetings, as requested;
• Assist with travel arrangements;
• May be required to perform basic bookkeeping and accounting functions, as needed;
• Draft correspondence and/or transcribe meeting notes;
• Proofread and edit correspondence, as requested;
• Maintain a time-bound tracking system for all projects;
• Submit and reconcile credit card charges and invoices for the department on a monthly basis in alignment with the budget;
• Assist with the development of departmental processes, policies and procedures to ensure consistency and efficiency;
• Represent Bethany, and its core values, in all forms of communication;
• Essential job responsibilities may vary based on the specific needs of each program/department;
• May be required or asked to participate in a Bethany sponsored event;
• Complete other duties as assigned

QUALIFICATIONS:

• Associate’s level degree in relevant field of study from an accredited college;
• At least three(3) years of experience in project management;
• Prior experience working in a similar within a child welfare agency, a plus;
• Excellent written and oral communication skills with excellent interpersonal skills to effectively deal with internal and external contacts in a professional and courteous fashion;
• Strong attention to detail and highly organized;
• Possess an aptitude for problem solving as well as proactively addressing risk;
• Must be a collaborative, team player;
• Must possess strong multi-tasking and project management skills;
• Must be a self-starter with the ability to work independently, setting own daily agenda;
• Proficient in Microsoft Office products;
• Computer skills sufficient to perform essential functions including knowledge of Microsoft Office Suite;
• Must be 21 years old with a valid driver's license with at least 3 years driving experience in the U.S. to operate a vehicle on behalf of Bethany;
• Must pass a Motor Vehicle Records (MVR) check and maintain a reliable vehicle with proof of adequate coverage;
• Pass a criminal history screen, including state and local child protection agency registries;
• Possess an understanding of, and strong commitment to, Bethany’s values and unique identity;
• Subscription to and integration of the agency Statement of Faith, Mission Statement, and Commitment to Unity.