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Executive Project Assistant - Procurement in Denver, CO at Mental Health Center of Denver

Date Posted: 5/18/2019

Job Snapshot

Job Description

POSITION SUMMARY:  Executive Project Assistant to supports the Procurement Director.  Primary responsibilities involve: coordinating schedules, deadlines, and overall administrative support for the Procurement Director; managing delegated projects, such as meetings (internal and external); and providing administrative support for projects/events per the request of the Procurement Director.  Serve as point of contact for the Procurement Department.

 

ESSENTIAL JOB FUNCTIONS:  On behalf of Procurement:  

  • Route office guests, phone messages, faxes and mail to the appropriate organizational contact
  • Set agenda and organize meetings
  • Maintain calendar and support scheduling
  • Coordinate meeting logistics: meeting packets, food, room setup
  • Coordinate meetings with external suppliers
  • Scan and archive organizational documents
  • Maintain files, records, spreadsheets, similar
  • Order office supplies and service
  • Format letters/documents, track data and assist with maintenance of internal intranet sites
  • Coordinate travel arrangements, dues, professional memberships
  • Provide back-up coverage for Procurement Assistant as needed
  • Support large projects and events (eg. committee work, conferences, fundraising and staff events)
  • Provide administrative coordination and communication between other Departments
  • Communicate and prepare correspondence
  • Coordinate internal and external communication efforts

Perform other duties as assigned

Job Requirements

EDUCATION:    Bachelor’s degree required (area Communications, Mental Health, Business, Org. Development, or similar)   

EXPERIENCE:   5+ years in support role for high-level manager, front office and/or project coordination duties         

SKILLS AND COMPETENCIES:

  • Communicate in an effective and positive manner, both verbally and in writing
  • Knowledge of grammar, spelling, punctuation and word definitions
  • Proficiency with software applications, including Microsoft Office; Ability to develop proficiency in other applications such as SharePoint content management system; Understanding of computer language and functionality; skills including word-processing, spreadsheets, database management, e-mail, etc.
  • Multi-task oriented, good organizational skills, interpersonal communication with a variety of people.
  • Ability to coordinate events, publications, and meetings.
  • Community liaison experience.
  • Exceptional organization skills; Detail-oriented
  • Adaptable; Able to balance priorities and be flexible in a changing environment
  • Use initiative and independent judgment; Think critically through situations or circumstances that allow autonomous work
  • Work with discretion and maintain confidentiality with sensitive business and personnel information
  • Able to answer questions and resolve problems quickly and professionally
  • Strong work ethic reflecting accountability, responsiveness and commitment to the MHCD mission
  • Must be able to work well with diverse populations, including, but not limited to, interacting with employees, those served by MHCD, Board members/volunteers, and community partners

SUPERVISORY RESPONSIBILITIES:    None

MACHINES AND EQUIPMENT TO BE USED:  Computers, calculators, fax machines, copiers, telephone and a variety of other office/clerical equipment.

TYPICAL PHYSICAL DEMANDS: Requires sitting, standing, bending and reaching.  May require lifting up to 40 pounds.   Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, the telephone and other office and/or clinical equipment.

WORKING CONDITIONS:  May require occasional evening or weekend hours.