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Executive Coordinator to the CEO

Community Behavioral Health

This is a Full-time position in Philadelphia, PA posted October 26, 2021.

Position Overview: 

The Executive Coordinator reports directly to the CEO and acting as the primary coordinator and liaison for the CEO office. The Executive Coordinator plays an integral role in supporting the success of the Office by providing a variety of administrative services for our team.  The successful candidate will filter projects; respond to requests; and manage workflow and priorities. 

The successful candidate will possess a high degree of self-confidence and executive presence, can proactively anticipate and manage challenges, be a self-starter with strong abilities to manage multiple responsibilities and prioritize appropriately.  

Essential Functions

  • Perform an extensive array of administrative tasks including calendar and expense management, travel arrangements, project and meeting coordination, invoicing, research, and facilitating requests from system partners. 
  • Prepares materials and notes and ensures follow-up on various meetings.
  • Drafts documents and conducts research to further the work of the CEO office in program and or development.
  • Anticipates needs of the CEO office and identifies opportunities to create processes and systems to streamline office flow.
  • Oversees coordination and training  of administrative assistant positions across the organization
  • Participates in planning and executing organization-wide functions and events such as holiday parties and executive team convenings.        
  • Coordinates all reporting requirements from state and local partners.
  • Collaborates with appropriate teams to format, edit, proofread, and coordinate printing of documents for high priority meetings, such as Board of Directors.  
  • Prepares and formats written correspondence/presentations with a high level of accuracy on behalf of the CEO Office.
  • Manages data records and files using initiative and sound judgment. 
  • Possesses an ability to preemptively foresee needs of the office.
  • Coordinates management of ad hoc projects as needed.
  • Works as a key stakeholder on CEO special projects and activities.

Position Requirements: 

Education: A Bachelor’s Degree is required or equivalent work experience. Minimum 2-5 years’ experience as executive assistant to CEO or other C-level position. 

Proof of COVID vaccination required

Skills:

  • Is dedicated to meeting the expectations and requirements of internal and external customers; acts with customer in mind and is able to adapt to various personality types; establishes and maintains effective relationships with customers and gains their trust and respect.
  • Can marshal resources (people, material and support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files it in a useful manner.
  • Pursues everything with energy, drive and a need to finish; seldom gives up before finishing; especially in the face of resistance or setbacks.
  • Spends their time on what’s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.
  • Flexibility with working hours a must
  • Proficient in MS Office Suite and PowerPoint.
  • Is action oriented and enjoys working hard; is goal oriented, energetic and willing to take on challenging assignments; seizes personal development opportunities.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Highly resourceful team-player with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

Equal Employment Opportunity: CBH provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, gender identity, sexual orientation, individual genetic information or non-disqualifying physical or mental handicap or disability in each aspect of the human resources function.

Americans with Disabilities Act: Applicants as well as employees who are or become disabled must be able to perform the essential job functions either unaided or with reasonable accommodation.   CBH will determine reasonable accommodation on a case-by-case basis in accordance with applicable law.