OOP Executive Assistant_Office of the President
Job Description
Full Job Description
Why Planned Parenthood?
Working at Planned Parenthood of the Great Northwest & the Hawaiian Islands, Indiana, & Kentucky is more than a job. It provides the opportunity to contribute to our powerful mission and perform meaningful work.
In healthcare services, this means a commitment to providing the absolute best in patient care and education. Our exceptional health center staff drives our mission forward by upholding our acclaimed customer service & confidentiality standards, and working to create a safe, judgement-free space for anyone seeking Planned Parenthood services.
As an organization, we are focused on equity, diversity, and inclusion. Specifically, we recognize that profound racism impacts the education, health, and wellbeing of people in our communities, and we are actively working to address all forms of oppression. We believe our employees should reflect the diversity of the populations we serve, including racial and ethnic diversity. People of color are strongly urged to apply.
About the position: Executive Assistant -Office of the President
Provides virtual and in-person administrative support to the Chief Executive Officer (CEO) and performs general project coordination for the OOP. Serves as a key member of the OOP support team serving Executive Team members and the Board of Directors (BOD).
Location: Seattle, WA
Estimated starting hourly rate: $26.65 - $44.42 DOE
Compensation: PPGNHAIK's compensation philosophy is based on equity and transparency. Starting offers are determined by both the candidate's directly applicable experience and internal equity within the pay grade. The pay range is $26 to $44, paid (annually or hourly). Pay is also determined by geographic location.
What you’ll be doing:
Coordinates and schedules virtual and in-person meetings and complex travel arrangements, reconciles expense reports, drafts correspondence, creates charts and other presentation materials, reviews and edits correspondence, manages electronic and paper correspondence and files, assists with special projects and events, and provides back-up support to the Director of OOP and other Administrative Assistants in the agency. Supports the CEO’s fundraising efforts in collaboration with the Development department.
Major Responsibilities:
Manages complex calendar of CEO and troubleshoots scheduling issues and conflicts proactively with high attention to detail. Schedules meetings as requested and works with the CEO and her direct reports to develop agendas and materials.
Reviews CEO’s incoming email as requested and takes action when appropriate, flagging items for CEO and streamlining what the CEO reviews.
Coordinates, calendars, and manages the CEO’s travel, including detailed travel arrangements and logistics and prepares itineraries. Supports Executive team travel as required.
Anticipates the needs of the CEO, and proactively takes steps to meet these needs, including providing regular updates and reminders regarding outstanding action items.
Collects receipts and reconciles the CEOs credit card and expense reimbursements monthly. Coordinates invoices and staff requests to ensure approval by CEO and submission to Accounting Department.
Coordinates and executes small to medium-sized projects for the Development department. Occasionally called upon to aid in administrative tasks for CEO’s direct reports.
Provides administrative support for members of the OOP team and Executive team as needed, including but not limited to handling incoming/outgoing mail, maintaining paper and electronic files, coordinating special projects, staffing meetings and phone calls, and taking minutes.
Prepares and assembles files and briefing materials to support meetings, coordinates meeting logistics, coordinates / initiates conference calls, video/teleconferences, records and distributes meeting minutes as necessary.
Plans and executes quarterly Affiliate Update meetings.
Assists Director of OOP with quarterly virtual and in-person Board meetings by coordinating logistics including travel, meals, and catering. Collaborates with Security and IS departments for technical support as necessary. Takes detailed minutes at Board meetings. Coordinates quarterly Board dashboard on behalf of the CEO. Gathers and manipulates data upon request.
Monitors “Ask the Exec Team” section of the PPGNHAIK SharePoint site and ensures timely responses.
Serves as back up for Director of OOP.
Working at Planned Parenthood of the Great Northwest & the Hawaiian Islands, Indiana, & Kentucky is more than a job. It provides the opportunity to contribute to our powerful mission and perform meaningful work.
In healthcare services, this means a commitment to providing the absolute best in patient care and education. Our exceptional health center staff drives our mission forward by upholding our acclaimed customer service & confidentiality standards, and working to create a safe, judgement-free space for anyone seeking Planned Parenthood services.
As an organization, we are focused on equity, diversity, and inclusion. Specifically, we recognize that profound racism impacts the education, health, and wellbeing of people in our communities, and we are actively working to address all forms of oppression. We believe our employees should reflect the diversity of the populations we serve, including racial and ethnic diversity. People of color are strongly urged to apply.
About the position: Executive Assistant -Office of the President
Provides virtual and in-person administrative support to the Chief Executive Officer (CEO) and performs general project coordination for the OOP. Serves as a key member of the OOP support team serving Executive Team members and the Board of Directors (BOD).
Location: Seattle, WA
Estimated starting hourly rate: $26.65 - $44.42 DOE
Compensation: PPGNHAIK's compensation philosophy is based on equity and transparency. Starting offers are determined by both the candidate's directly applicable experience and internal equity within the pay grade. The pay range is $26 to $44, paid (annually or hourly). Pay is also determined by geographic location.
What you’ll be doing:
Coordinates and schedules virtual and in-person meetings and complex travel arrangements, reconciles expense reports, drafts correspondence, creates charts and other presentation materials, reviews and edits correspondence, manages electronic and paper correspondence and files, assists with special projects and events, and provides back-up support to the Director of OOP and other Administrative Assistants in the agency. Supports the CEO’s fundraising efforts in collaboration with the Development department.
Major Responsibilities:
Manages complex calendar of CEO and troubleshoots scheduling issues and conflicts proactively with high attention to detail. Schedules meetings as requested and works with the CEO and her direct reports to develop agendas and materials.
Reviews CEO’s incoming email as requested and takes action when appropriate, flagging items for CEO and streamlining what the CEO reviews.
Coordinates, calendars, and manages the CEO’s travel, including detailed travel arrangements and logistics and prepares itineraries. Supports Executive team travel as required.
Anticipates the needs of the CEO, and proactively takes steps to meet these needs, including providing regular updates and reminders regarding outstanding action items.
Collects receipts and reconciles the CEOs credit card and expense reimbursements monthly. Coordinates invoices and staff requests to ensure approval by CEO and submission to Accounting Department.
Coordinates and executes small to medium-sized projects for the Development department. Occasionally called upon to aid in administrative tasks for CEO’s direct reports.
Provides administrative support for members of the OOP team and Executive team as needed, including but not limited to handling incoming/outgoing mail, maintaining paper and electronic files, coordinating special projects, staffing meetings and phone calls, and taking minutes.
Prepares and assembles files and briefing materials to support meetings, coordinates meeting logistics, coordinates / initiates conference calls, video/teleconferences, records and distributes meeting minutes as necessary.
Plans and executes quarterly Affiliate Update meetings.
Assists Director of OOP with quarterly virtual and in-person Board meetings by coordinating logistics including travel, meals, and catering. Collaborates with Security and IS departments for technical support as necessary. Takes detailed minutes at Board meetings. Coordinates quarterly Board dashboard on behalf of the CEO. Gathers and manipulates data upon request.
Monitors “Ask the Exec Team” section of the PPGNHAIK SharePoint site and ensures timely responses.
Serves as back up for Director of OOP.
Affiliate wide expectations:
Adheres to the PPGNHAIK code of conduct and all policies, procedures, and protocols.
Demonstrates and maintains a high degree of professionalism.
Takes action to support the affiliate’s commitment to equity, diversity, and inclusion.
Supports and acts in accordance with the PPGNHAIK customer service standards.
Values continuous learning and seeks ongoing training and development opportunities.
Supervisory Responsibilities:
None
Education:
High School diploma or equivalent; College degree strongly preferred.
Experience:
Must have experience supporting high-level executives and handling sensitive and confidential information in a professional manner.
Minimum three years’ experience in leadership support required.
Advanced office administrative procedures required; knowledge of use and operation of standard office equipment and meeting planning experience required.
Skills:
Exemplary customer service skills including empathy, attentiveness, timeliness, and problem-solving.
Excellent verbal and written communication.
Ability to perform duties independently, efficiently, and confidently. Proficient in SharePoint; Adobe Pro; and Microsoft Office Suite
Intermediate Excel knowledge required.
Experience scheduling and running Zoom and Teams meetings and webinars required.
Outstanding interpersonal skills with ability to handle sensitive and confidential situations with discretion required; good judgement is imperative.
Proof of current Covid-19 vaccination required
Next Steps:
Please click apply now below to submit an application and resume. Once your information has been reviewed by our recruitment team, we will reach out by telephone and email to schedule an interview for all qualified applicants. Please continue to check your spam folder for all email communications that may come from our organization.
Perks
As part of our total rewards package, we offer meaningful work, generous time off and benefits, promotional opportunities, and competitive compensation. Our attractive benefits package includes medical, dental and vision coverage for you and eligible dependents, life insurance, short- and long-term disability coverage, as well as a retirement plan with matching contributions by employer. We also provide transportation benefits at eligible locations. For additional information regarding compensation, pay scales, or total rewards, please reach out to hre.contacts@ppgnhi.org.
Equal opportunity employment
PPGNHI is an equal-opportunity employer and seeks to recruit persons of diverse backgrounds - and to support their retention and advancement within the organization. We are committed to fostering a workplace culture inclusive of people with respect to their race, ethnicity, national origin, gender/gender identity, sexual orientation, socio-economic status, veteran status, marital status, age, disabilities, political affiliation, religious beliefs, or any other characteristic.
Please click apply now below to submit an application and resume. Once your information has been reviewed by our recruitment team, we will reach out by telephone and email to schedule an interview for all qualified applicants. Please continue to check your spam folder for all email communications that may come from our organization.
Perks
As part of our total rewards package, we offer meaningful work, generous time off and benefits, promotional opportunities, and competitive compensation. Our attractive benefits package includes medical, dental and vision coverage for you and eligible dependents, life insurance, short- and long-term disability coverage, as well as a retirement plan with matching contributions by employer. We also provide transportation benefits at eligible locations. For additional information regarding compensation, pay scales, or total rewards, please reach out to hre.contacts@ppgnhi.org.
Equal opportunity employment
PPGNHI is an equal-opportunity employer and seeks to recruit persons of diverse backgrounds - and to support their retention and advancement within the organization. We are committed to fostering a workplace culture inclusive of people with respect to their race, ethnicity, national origin, gender/gender identity, sexual orientation, socio-economic status, veteran status, marital status, age, disabilities, political affiliation, religious beliefs, or any other characteristic.
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