OOP Executive Assistant_Office of the President
Job Description
Planned Parenthood
Working at Planned Parenthood Great Northwest, Hawai’i, Alaska, Indiana, Kentucky is more than a job. It provides the opportunity to contribute to our powerful mission and perform meaningful work.
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 this position: Office of the President- Executive Assistant
Provides virtual and in-person administrative support to the Chief Executive Officer (CEO) and performs general project coordination for the Office of the President (OOP). Serves as a key member of the OOP support team serving Executive Team members and the Board of Directors (BOD).
What you’ll be doing:
Coordinates and schedules virtual and in-person meetings with internal and external stakeholders. Books complex travel arrangements across multiple time zones. Reconciles expense reports, creates presentation materials, organizes electronic files, and drafts/reviews/edits correspondence. Assists with special projects and events including quarterly Board meetings. 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, efficiently, and with high attention to detail. Schedules meetings as requested and works with CEO and her direct reports to develop meeting agendas and materials.
Reviews CEO’s incoming email when requested and takes action as appropriate, flagging items for CEO and streamlining what the CEO reviews.
Coordinates, calendars, and manages every aspect of the CEO’s frequent travel, including detailed travel arrangements, logistics, and 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 on an ongoing basis. Coordinates invoices and manages contracts to ensure approval by CEO and submission to the appropriate department or agency.
Coordinates and executes small to medium-sized projects for the Development department, including virtual and in-person events. Supports the Communications department in planning and scheduling of the CEO’s media and PR opportunities. Occasionally called upon to aid in administrative tasks for CEO’s direct reports.
Provides administrative support for OOP and members of the Executive team as needed, including but not limited to handling incoming/outgoing mail, maintaining 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 virtual monthly Exec/VP/Director meetings and quarterly Affiliate Update meetings.
Assists Director of OOP with quarterly virtual and in-person Board meetings by coordinating logistics including travel, shopping, and catering. Collaborates with Security and IS departments for technical support as necessary. Takes detailed minutes at Board meetings. Coordinates quarterly Board dashboard and narrative 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.
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 $29.00 to $48.00, paid (hourly).
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.
Working at Planned Parenthood Great Northwest, Hawai’i, Alaska, Indiana, Kentucky is more than a job. It provides the opportunity to contribute to our powerful mission and perform meaningful work.
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 this position: Office of the President- Executive Assistant
Provides virtual and in-person administrative support to the Chief Executive Officer (CEO) and performs general project coordination for the Office of the President (OOP). Serves as a key member of the OOP support team serving Executive Team members and the Board of Directors (BOD).
What you’ll be doing:
Coordinates and schedules virtual and in-person meetings with internal and external stakeholders. Books complex travel arrangements across multiple time zones. Reconciles expense reports, creates presentation materials, organizes electronic files, and drafts/reviews/edits correspondence. Assists with special projects and events including quarterly Board meetings. 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, efficiently, and with high attention to detail. Schedules meetings as requested and works with CEO and her direct reports to develop meeting agendas and materials.
Reviews CEO’s incoming email when requested and takes action as appropriate, flagging items for CEO and streamlining what the CEO reviews.
Coordinates, calendars, and manages every aspect of the CEO’s frequent travel, including detailed travel arrangements, logistics, and 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 on an ongoing basis. Coordinates invoices and manages contracts to ensure approval by CEO and submission to the appropriate department or agency.
Coordinates and executes small to medium-sized projects for the Development department, including virtual and in-person events. Supports the Communications department in planning and scheduling of the CEO’s media and PR opportunities. Occasionally called upon to aid in administrative tasks for CEO’s direct reports.
Provides administrative support for OOP and members of the Executive team as needed, including but not limited to handling incoming/outgoing mail, maintaining 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 virtual monthly Exec/VP/Director meetings and quarterly Affiliate Update meetings.
Assists Director of OOP with quarterly virtual and in-person Board meetings by coordinating logistics including travel, shopping, and catering. Collaborates with Security and IS departments for technical support as necessary. Takes detailed minutes at Board meetings. Coordinates quarterly Board dashboard and narrative 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.
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 $29.00 to $48.00, paid (hourly).
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.
Skills:
Exceptional ability to multitask, manage competing priorities, meet deadlines, and remain calm under pressure.
Exemplary customer service skills including 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 webinars and Teams meetings required.
Outstanding interpersonal skills with ability to handle sensitive and confidential situations with discretion required; good judgement and high emotional intelligence is imperative.
Experience:
Minimum seven (7) years’ experience in executive leadership support required. Must have experience handling sensitive and confidential information in a professional manner. Advanced office administrative procedures required; knowledge of use and operation of standard office equipment and meeting planning experience required.
Minimum seven (7) years’ experience in executive leadership support required. Must have experience handling sensitive and confidential information in a professional manner. Advanced office administrative procedures required; knowledge of use and operation of standard office equipment and meeting planning experience required.
Proof of completed COVID-19 Vaccinations and is required prior to starting employment with PPGNHAIK. If selected as the final candidate for this role, you will be required to provide proof of receiving both a current flu vaccination and two doses of the COVID vaccine. Please inform your Talent Acquisition Specialist if you will require an exemption/accommodation. Also, you will be required to provide three references (one from a supervisor and two from coworkers/peers).
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.
Equal opportunity employment
PPGNHAIK is an equal-opportunity employer and seeks to recruit people of diverse backgrounds - and to support their retention and advancement within the organization. Justice is one of our core values, and 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. Our commitment to justice and diversity also means providing a work environment that is welcoming, respectful and engaging.
Racism deeply impacts the health and wellbeing of our communities, compounding existing disparities and creating intersectional barriers. We strive to name and address these barriers through community engagement and assessment, relevant and effective policy creation, and organizational accountability methods. We support initiatives that address all forms of oppression, however, maintaining an explicit focus on race is essential to advancing equity across our communities. Improving outcomes for people of color will improve outcomes for everyone.
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