Overview
As a member of the Catholic Charities Foundation of Western Washington, the Project Manager – Operations and Special Initiatives position provides comprehensive support to the Foundation President, VP, Director, Board of Trustees, and all Board Committees, streamlining day-to-day activities and managing time with efficiency to help the Foundation leadership and Board of Trustees meet their goals and mission. The Project Manager – Operations and Special Initiatives position will also provide administrative support for all Foundation Staff meetings, retreats, and fundraising events.
Great Benefits and PTO as well as rewarding work for the vulnerable people we serve.
Hourly rate: $34.50 to $38.82/ hour
Responsibilities
Executive Support
- Manage, facilitate, and track correspondence, talking points, and other messaging material under the Foundation President, VP, and Director’s name, including the generation of executive-level communications, facilitation of drafts among relevant parties for contribution and review, confirmation of factual accuracy, and determination of readiness for circulation or publication.
- Directly and discreetly manage Leadership calendars, ensuring their time is allocated to the highest priorities, and coordinate with staff to ensure the schedule is followed and respected.
- Partner with staff across CCSWW and the Foundation to ensure the Foundation President, VP, and Director are well-prepared for upcoming meetings and speaking engagements by managing their workflow, proactively identifying and resolving time conflicts, and applying independent judgment to reschedule and prioritize meetings.
- Provide a bridge for communication between CCSWW CEO/President’s Office, the Foundation, other internal CCS/CHS departments, trustees, partners, philanthropists, community leaders, and other key stakeholders.
- Address incoming issues and communications on behalf of the Foundation President, VP, and Director, including those of a sensitive or confidential nature; determine the appropriate course of action, referral, or response.
- Work closely and effectively with the Foundation VP and Director to keep them well-informed of upcoming commitments and responsibilities, following up on action items accordingly.
- Prioritize and manage competing needs and handle matters efficiently and proactively.
- Complete and submit expense reports and arrange travel.
- Other administrative duties as assigned.
Board Support and Board Liaison
- Provide administrative support for the Foundation’s Board of Trustees, including scheduling Board and Committee meetings, drafting minutes, and organizing and arranging meetings and events.
- Partner closely with the Foundation Board Chair, President, VP, Director, and Board Secretary, to provide administrative and logistical support to help manage the Board of Trustees.
- Assist in orienting new members of the Board of Trustees by providing information on Board meetings and the Foundation’s best practices, procedures, and activities of the Board of Trustees and Committees.
- Manage the Foundation Board Book.
- Oversee Board Management Software; BoardEffect, including setting up new users, training staff and Trustees, and uploading/archiving materials.
- Communicate directly with Board members, philanthropists, and other key stakeholders on matters related to Foundation meetings and initiatives.
Annual Appeals and Events:
- Responsible for the tracking, logistics, shipments, and staff support for the agency’s largest annual campaign. This task involves managing relationships with Parish partners, Chancery stewardship staff, internal CCS/CHS staff and leadership, and vendors.
- Assist with Annual Appeal for the Poor preparation by coordinating changes, logistics, activities, etc., with Network Builders and the Foundation Donor Relations Officer. Also, assists with the post-Appeal Parish Rebates and gratitude acknowledgments.
- Provide excellent customer service skills: meeting and exceeding expectations, intuitively understand stakeholders, anticipate needs, and provide value.
- Manage all electronic communications regarding the Annual Appeal for the Poor with 170+ parishes.
- Enter relevant donor information into Raiser’s Edge when necessary.
- Small and major event management duties include, but are not limited to, event planning and budgeting, engaging vendors, obtaining permits and venues, recruiting and coordinating volunteers, and guest list management. Some of these duties may occur after office business hours.
- Assist in developing and coordinating major and special events (fundraisers at board members’ homes, donor site visits, corporate receptions, etc.).
- Engage donors during events and individually in a positive, proactive manner by providing a high standard of professionalism, experience, and excellence.
Other Support
- Provide administrative and logistical support to the Foundation President, VP, and Director for CCSWW cross-team meetings, including CCS Director’s Meetings, CCSWW Board Meetings, and CCSWW Senior Leadership Team Meetings; assist in preparing agendas and materials, preparing minutes, and tracking action items.
- Partner with the Foundation VP, Director, and staff to plan and coordinate virtual and in-person team events, staff retreats, and other staff morale events.
- Partner with the Foundation Director to prepare the annual budget for the Board of Trustees and Foundation President; track expenses, process invoices, and respond to budget-related inquiries.
- Enter budget data and adjustments into financial accounting software and reconciles any differences.
- Review data and information for accuracy and make corrections when necessary.
- Maintain accurate records for all transactions affecting budget preparation.
- Assist in mailings (labels, appeal letters, stuffing, printing, etc.).
- Provide excellent customer service to donors and agency staff through all forms of communication, focusing on resolving matters and cultivating strong and positive relationships.
- Maintain and update planning and department calendars while ensuring all deadlines are communicated and met.
Qualifications
- 5 Years of experience providing support to executive-level positions.
- Ability to multi-task, problem-solve, and meet deadlines in a fast-paced environment.
- Professional experience program management role or, demonstrating increasing levels of responsibility and leadership. Philanthropic, nonprofit or government and/or public health leadership preferred.
- Experience working collaboratively with diverse stakeholders and engaging in strategic partnerships, demonstrating and prioritizing customer service and servant leadership.
- Demonstrated ability to work well independently and with a team.
- Ability to handle a variety of constituencies, manage multiple tasks simultaneously and thrive in a complex environment while balancing multiple and competing priorities
- Excellent judgment and decision making, with strong analytical skills; business intuition and business acumen.
- Effective communication skills with attention to detail and a high degree of accuracy.
- Commitment to the Foundation’s mission and vision.
- Proficiency with MS Office Suite (including Teams) and presentation software (including PowerPoint and Prezi).
- Capacity to utilize the new software
- Consistent professional integrity with the ability to work with highly confidential information.
- Strong project management skills, including the ability to plan, organize, and prioritize tasks effectively.
- Exceptional attention to detail and problem-solving abilities.
- Excellent verbal and written communication skills, with the ability to present complex information in a clear and concise manner.