Senior Executive Assistant & Project Manager at Mental Health Partnerships

Philadelphia, Pennsylvania, United States -

Full Time

Start Date

Immediate

Expiry Date

05 May, 26

Salary

68000.0

Posted On

05 Feb, 26

Experience

10 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Project Management, Communication Skills, Organizational Skills, Attention to Detail, Customer Service, Time Management, Problem Solving, Interpersonal Skills, Cultural Competence, Autonomy, Teamwork, Microsoft Office, Google Suite, Video Platforms, Discretion

Industry

Mental Health Care

Description

Description COME BUILD HOPE WITH US! The Senior Executive Assistant & Project Manager initiates and performs a wide range of logistical, administrative and project management responsibilities in support of the organization’s President & Chief Executive Officer (CEO), Chief Operation Officer (COO), and in a more limited capacity with the Chief Financial Officer (CFO), requiring discretion, independent judgment and ability to build collaborative, working relationships with the board of directors, external parties, senior staff, and employees of all levels. The Senior Executive Assistant & Project Manager is a full time position, Monday - Friday, 8:00 AM - 4:00 PM (can flex to 8:30 AM - 4:30 PM or 9:00 AM - 5:00 PM). This will be a hybrid position, requiring three consecutive days in-office. This position will offer an exact salary range of $62,000 - $68,000. As an MHP full-time employee, you will have access to the following benefits: Generous Paid Time Off (Up to 39.5 paid days off per year!) Medical, Dental & Vision Insurance (Effective first of the month coinciding with or next following your date of hire!) No Cost Life and Disability Insurance Flexible Spending Accounts No Cost Employee Assistance Program Retirement Plan with Annual Discretionary Employer Contribution Employee Referral Bonuses Tuition Reimbursement Federal Student Loan Forgiveness Program Continuous Growth & MHP Sponsored Training Opportunities MHP is the proud recipient of Mental Health America's 2025 Platinum Bell Seal Award-an national recognition for our commitment to nurturing mentally healthy workplaces. Join us in revolutionizing workplace well-being and raising the bar for mental health excellence! WHAT YOU'LL DO Executive & Administrative Support Performs a wide range of high-level administrative duties, including calendar management, scheduling, call screening, visitor reception, and preparation of meeting agendas, minutes, reports, materials, and presentations. Manages all travel arrangements and expense reporting. Prepares check requests as directed by the C-Suite. Answers agency phones, screens calls, receives and distributes mail, orders supplies, and provides general office support as needed. Evaluates and provides recommendations for prioritizing executive office workflow. Completes ad-hoc projects and other duties as assigned in support of MHP’s mission. Executive Office & CEO Project Management Provides project management support for initiatives led by the President & CEO, including planning timelines, coordinating stakeholders, tracking deliverables, and monitoring progress to ensure projects remain on schedule and aligned with organizational priorities. Coordinates executive office project schedules and manages administrative and logistical details for CEO-driven projects. Anticipates changing needs, manages competing priorities for the C-Suite, and exercises sound judgment under pressure while maintaining a forward-looking perspective. Furnishes and obtains information from executives, managers, and external representatives; proactively informs the CEO of issues and their potential organizational impact. Board of Directors & Governance Support Attends meetings including Board of Directors, Board Orientations, Senior Leadership Team and other leadership meetings as needed; records minutes and tracks action items to completion. Serves as the primary liaison for coordination of Board meetings, committees, events, and related activities. Maintains the Board of Directors’ electronic files and website content. Acts as a point person/liaison for the Board of Directors and executive staff in the absence of the President & CEO, including representing the CEO at meetings, events, or subcommittees when appropriate. Communications & External Relations Composes, edits, and manages internal and external communications, including correspondence and limited marketing materials for Board members and external partners. Maintains comprehensive knowledge of organizational operations and key external partners; serves as a central point of contact for partner information and coordination. Events, Programs & Special Initiatives Manages programs, events, fundraisers, and conferences by coordinating facilities, catering, speakers, invitations, logistics, and budgets. Provides project management assistance for special events and cross-departmental initiatives, ensuring alignment with organizational goals. Compliance & Organizational Standards Maintains compliance with all MHP policies and procedures. Reports known or suspected violations of policy or law in accordance with organizational compliance and reporting standards. Other duties as assigned to fulfill MHP’s mission. Requirements Minimum of associate's degree with 10 years' experience, bachelor's degree preferred. 5+ years of senior administrative experience supporting one or more C-Suite executives. Excellent verbal and written communication skills. Must be able to be bonded and act as a notary or have the ability to act as a notary within 6 months of hire. Highly organized and meticulous attention to detail with complex calendar management experience. Demonstrated ability to communicate sensitive and confidential matters with senior executives. Advanced proficiency with Google and Microsoft suite of products (Gmail, Google Docs, Excel, PowerPoint, Word, etc.), and video platforms like Zoom and MS TEAMS. Must be able to work under pressure and meet deadlines of multiple projects in a fast-paced, progressive environment, while maintaining a positive attitude and providing exemplary customer service. Strong skillsets in oral and written communication, cultural competence, interpersonal relationships and teamwork, attention to detail, customer service, time management, autonomy and problem solving. Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices. Effective project and process management skills as demonstrated from past work experience. Expectation of discretion on dealing with confidential materials and matters. Must be able to travel to different locations as needed.. PHYSICAL DEMANDS While performing the duties of this job, the employee is required to: Sit at a desk with ergonomically appropriate equipment for 75% or more of the workday. Lift up to 15 lbs. Ability to perform the essential job functions while meeting qualitative and/or quantitative productivity standards safely and successfully with or without reasonable accommodation. Frequent talking and listening. Must be able to talk, listen, comprehend, and speak clearly and accurately; possible exposure to loud and/or vulgar language and hostile gestures, given participant mental health diagnoses and challenges. Ability to maintain regular, punctual attendance and be available for flexible work schedules, including evenings and/or weekends (rare) as needed. May be required to have the ability to enter and exit personal or agency vehicles and/or public transportation depending on the needs of your program. Remain awake during the entire shift, including break times. Reasonable accommodations will be made to enable individuals with disabilities to perform their essential job duties.

Responsibilities

The Senior Executive Assistant & Project Manager provides high-level administrative support to the CEO and COO, managing calendars, travel arrangements, and project timelines. They also coordinate Board meetings and manage communications with internal and external stakeholders.