Job Summary

Provides high level administrative and operational support to the EVP/CFO, VP of Finance & Accounting, and VP of IT. Responsibilities include calendar management and travel itineraries; planning and coordinating of events and meetings; managing corporate accounts as assigned; reconciling and reporting of monthly credit card expenses through expense reporting system; drafting, coordinating, and proofreading reports and correspondence; and completing special projects as assigned.

• Greets and responds to all incoming guests and phone calls for the administrative suite and assists them as needed, including maintaining safety of the suite.
• Exhibits and maintains the highest degree of discretion for dealing with highly confidential information.
• Maintains the calendars for the conference rooms, EVP/CFO, VP of Finance & Accounting and the VP of IT, as requested.
• Provides administrative support to the EVP/CFO, VP of Finance & Accounting and the VP of IT. 
  • Reconcile and settle credit card accounts accurately.
  • Provide effective administrative and operational support for standing meetings as directed.
  • Compose reports and correspondence as instructed, routing them to appropriate staff or outside agencies.

• Keeps the office area, 2^nd & 3^rd floor storage rooms, conference room, consultation rooms, copy room, and kitchen stocked, neat, clean and orderly using the assigned corporate card to make necessary purchases.
• Sorts and distributes incoming mail, courier mail deliveries and prepares mailings and packages according to the Mail Distribution policies for 1415 and 1515 Fairmount. Picks up mail at 1515 Fairmount location.
• Administers the Stamps.com & Uber account for the entire organization.
• Organize annual record retention shredding week including getting quote(s) from vendor, coordinating dates, and communicating with site coordinators for number of bins, drop off and pick up of bins.
• Acts as the liaison between employees and building management for maintenance repairs.

Accounting Assistance:

• Receives and records incoming cash and checks into the Deposit Log and provides originals to the General Accountant.
• Acts as the liaison for the Accounting Department for distribution of corporate credit cards for new users ensuring all paperwork is collected.
• Acts as the liaison for the Accounting Department for employees to pick up paper paychecks.
• Handles other accounting assignments as approved by the EVP/CFO.

Other:

• Serve as project coordinator for strategic projects, as designated by the EVP/CFO.

Project HOME offers a competitive compensation package which includes health, prescription, dental, and vision coverage at minimum cost to our employees, company funded life and disability insurances, paid parental leave, spending accounts, and 401K plan with 100% matching contributions up to 5% of compensation. Additionally, we offer generous PTO accruals which includes paid sabbatical leave.

MINIMUM QUALIFICATIONS

• A minimum of three (3) years of progressively challenging administrative and project work.
• Strong computer skills particularly using Outlook and Microsoft Office Products (Word, Excel and PowerPoint and Sharepoint)
• Excellent communication skills, both verbally and in writing
• Experience extracting data and preparing reports and presentations
• Ability to prioritize and take initiative
• Experience managing multiple projects in a fast-paced environment

What Qualifications or Experience You May Bring:

• Experience supporting senior level executives.

PHYSICAL REQUIREMENTS

• Ability to move to or remain sedentary for periods of time in various locations

Project HOME provides equal employment opportunities to all employees and applicants for employment, without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, genetic information, or any other characteristic protected by federal, state, or local laws. Project HOME prohibits discrimination and harassment of any type.

The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job. Management may, at its sole discretion, assign or reassign duties and responsibilities to this job at any time.