Job Description

POSITION SUMMARY:

The Executive Assistant to the CEO provides administrative support to the Office of President. They present the PPLM CEO’s Office to the public as a problem-solving, customer friendly, and focused resource. The Executive Assistant creates the first impression of the President/CEO’s office to the public and enhances communication with staff, Board members, volunteers, PPFA colleagues, the press, and external community representatives. 

In collaboration with the CEO, they continually look for ways to collaborate with staff, board, and other key stakeholders to promote PPLM’s mission, philosophy, and goals.

COMPENSATION: 55-65K

ESSENTIAL RESPONSIBILITIES

• 1. PROVIDES HIGH-LEVEL ADMINISTRATIVE AND LOGISTICAL SUPPORT TO THE PRESIDENT/CEO, THE PPLM BOARD OF DIRECTORS, AND THE PPAF BOARD OF DIRECTORS

• Serves as a resource supporting the day-to-day activities of the President/CEO and as a liaison to the PPLM and PPAF boards.

• Serves as a primary point of administrative contact and liaison with other offices, individuals, and external organizations on a range of issues.

• Effectively, efficiently,  and professionally responds to routine correspondence and inquiries on behalf of the President/CEO to internal and external audiences

• Maintains working relationship with all departments to ensure effective use of CEO time, especially with Development Department and Public Affairs in support of external relations

• Responsible for heavy calendar management, requiring interaction with internal employees, senior management, external executive and assistants, and donors to coordinate a variety of complex executive meetings. Acts as a gatekeeper as needed. 

• Schedules conference calls, makes travel arrangements, schedules and proactively confirms meetings, reservations etc. Ensures CEO has all necessary information for all appointments in advance (i.e., materials, driving/parking directions, reservation confirmations, etc.)

• Attends and provides administrative support for meetings chaired by the CEO or designee. Collects agenda items and distributes information for meetings. Schedules and organizes meeting space and required technical support. Follows up with staff and managers on action items.

• Maintains the administrative central filing system (both electronic and paper) for the official agency records, board materials, and PPFA materials.

• Responsible for processing invoices in a timely manner and for coding expenses accurately. 

• Provides exceptional customer service for all constituents including board members and donors.

• Maintains visible presence in Office of the President and greets visitors.

• Performs other duties as requested.

• 2. COLLABORATES WITH CEO AND/OR DESIGNEE ON A RANGE OF SPECIAL PROJECTS

• Coordinates PPFA National Conference attendance for all parties (including CEO, staff, and board members).

• Leads planning of PPLM’s annual Building Community Day All Staff Retreat.

• Submits designated materials to PPFA for accreditation/reporting purposes.

• Member of the Employee Experience Team, Internal Communications, and Administrative Workgroup.

• Assists in the coordination and completion of other special projects as assigned.

• 3. SUPPORTS ACTIVITIES OF PPLM AND PPAF BOARDS

• Supports Chief Development Officer’s and CEO’s management of board affairs.

• Works with President/CEO and Board Chair to establish yearly meeting schedule and agendas.

• Attends and provides administrative support for board and committee meetings as assigned. Collects agenda items, distributes and facilitates information for meetings (including board packets). Schedules and organizes meeting space. Takes and distributes minutes. Tracks and follows up on action items.

• Handles the queries and questions of board members and works closely with boards and committees to ensure their needs are met.

• Manages and maintains a database (Board Effect) including board and committee information such as bios, contact information, attendance, expiration of terms of board members, board directories, orientation manuals, and historical file of minutes, actions, votes, bylaws, board policies, etc.

• Supports Board Chair in determining and tracking appropriate committee assignments for board members. Tracks board and committee attendance and reports to Governance Committee and Board Chair.

• Schedules and provides administrative support for board events including education opportunities, board retreat, board social etc.

• Promotes a board culture that embraces PPLM’s core values.

• 4. OTHER DUTIES AS ASSIGNED, INCLUDING:

• Managing additional special projects.

• Preparing for, attending, and providing support for board and committee (i.e., Governance, Executive, and Compensation Board Committee) meetings as assigned.

• Working with Communications, Development, and Public Affairs departments to ensure President/CEO is adequately prepared for events.

• Planning and directing all external events related to the President/CEO that are not managed by other departments.

QUALIFICATIONS

• Must have an Associate degree, Bachelor’s degree preferred (an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired may be considered)
• 3-5 years of experience, minimum 1+ years’ demonstrated experience in an administrative role supporting executive-level staff
• Demonstrated ability to successfully manage multiple tasks in a fast-paced environment
• Exceptional communication skills, both written and verbal
• A passion for organization and attention to detail
• Must be able to handle confidential, sensitive information and maintain organizational privacy
• Poised, confident and able to remain calm under pressure
• Strong computer skills using all Microsoft Office applications including Word, PowerPoint, Excel, Outlook, etc.
• Collaborative work style and a willingness to jump in
• Diplomatic style and high emotional intelligence
• Experience working with donors and board members preferred
• Demonstrated ability to work with people of different races, ethnicities, ages, abilities and experiences
• A commitment to the mission and values of PPLM
• A sense of humor

Company Description

The mission of Planned Parenthood is to: Help people live full, healthy lives — no matter your income, insurance, gender identity, sexual orientation, race, or immigration status; Provide the high-quality inclusive and comprehensive sexual and reproductive health care services all people need and deserve — with respect and compassion; Advocate for public policies that protect and expand reproductive rights and access to a full range of sexual and reproductive health care services, including abortion; Provide medically accurate education that advances the understanding of human sexuality, healthy relationships, and body autonomy; Promote research and technology that enhances reproductive health care and access.