Executive Assistant
Status: Full-Time/Exempt
Reports To: President and CEO

*All PPDE staff are now required to be vaccinated against Covid-19, per policy.*

JOB SUMMARY: Under the general supervision and direction of the President and CEO, and working collaboratively with the Board of Directors, provides maximum efficiency, productivity and high performance in support of the business and mission of the affiliate.

ESSENTIAL FUNCTIONS

All duties and responsibilities are performed in a professional, efficient and customer service focused manner and in compliance with PPDE policies and procedures.

1. Manage executive office operations to ensure maximum efficiency, productivity, and high performance for CEO.

2. Provide confidential administrative support to CEO.

3. Coordinate schedule of President/CEO.

4. Act as a liaison between President/CEO and other staff and/or departments.

5. Generate and edit correspondence for the President, Board of Directors, and Board Committees.

6. Manage the CEO’s administrative details, organizational data files, including confidential correspondence and classified files.

7. Maintain agency contracts files, ensuring they are up-to-date and with a monitoring mechanism in-place to manage renewals, Non-Disclosure Agreements, and Business Associate Agreements.

8. Provide administration and management of agency forms and policies, ensuring current versions are available to staff, and ensuring appropriate electronic storage and archiving.

9. Participate in PPDE’s strategic planning and budgeting processes. Distribute Senior Management Team (“SMT”) meeting agendas, record minutes, and provide for all aspects of meeting management.

10. Manage, maintain, and submit all administrative/board materials needed for Planned Parenthood Federation of America (“PPFA”) accreditation compliance in a timely and complete manner.

11. Manage and coordinate PPFA and consultant site visits.

12. Manage agency office supply ordering ensuring adherence to budget; code and process invoices for payment.

13. Actively participate in affiliate security committee, providing back-up and support to security leads.

14. Process incoming mail and packages per Planned Parenthood security guidelines.

15. Ensure efficient and accurate processing of cash logs.

16. Attend agency fundraising and other special events.

17. Serve as Notary Public.

18. Order meals / arrange for facilities for staff trainings.

19. Make travel arrangements for CEO / Board / staff as requested.

Board of Directors Essential Functions

1. Serve as liaison for Board members for information, scheduling or other assistance.

2. Assist CEO in enhancing Board development and relationships by maintaining Board related demographic spreadsheet, Board rosters, mailing lists and other key Board and committee documents.

3. Working with the Nominating Committee, ensure the Board Annual Meetings and the nominating process, including the timely issuance of a Slate and related materials, are conducted as per PPDE Bylaws.

4. Maintain the Board portal, providing assistance and education to board members.

5. Ensure efficient and seamless administrative and clerical support to the Board and its committees including: facility and food arrangements; conference call arrangements; travel arrangements; distribution of materials; phone and email contact; maintenance of records and the taking of meeting minutes.

Other Essential Functions

1. Assist Center Managers and other departments within the affiliate as indicated.

2. Abide by the mission of PPDE.

3. Perform other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

College degree and/or a minimum of 5 years experience with executive and volunteer support.

Reasoning Ability

Must have the ability to define problems, collect data, establish facts, and draw valid conclusion. Ability to multi-task, manage detailed projects and to work effectively under pressure due to conflicting demands is required. Must be flexible, highly organized, creative and detail-oriented with the ability to set and meet deadlines.

Language Skills

Must have the ability to take and develop meeting minutes and write business correspondence. Requires excellent verbal and written communication skills, including listening and interpersonal relationship communication skills as well as collaboration. This must include the ability to appropriately and professionally interact with a diverse group of staff members and internal and external customers, including Board of Directors, donors, community leaders, etc.

Mathematical Skills

Must possess the ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Must have the ability to develop and manage a budget, as well as perform cost analysis and cost management.

Computer Skills

Excellent keyboarding skills with high level of accuracy required. Must have demonstrated proficiency with Microsoft Office products. Must possess capacity to learn software programs required for specific position and must be able to access electronic communications, including e-mail, Extranet, Intranet and Internet.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee must possess a demonstrated ability to work in a diverse environment and build productive relationships. A demonstrated ability to effectively work independently and collaboratively as part of a team is essential.

· Noise level in the work environment is usually moderate.

· Protestors may be present at work and related sites.

· This position requires the ability to work an irregular schedule which could include some weekends, early mornings and evenings.

· The position requires state-wide travel and as such employee must possess valid driver’s license, automobile insurance and provide own reliable transportation for the performance of agency duties.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. All of the job functions listed within this job description involve to greater and lesser degrees the following physical demands: close vision; hearing/listening; clear speech; walking; lifting and carrying up to 25 pounds; shoveling; stooping; kneeling; bending; sitting; standing; and use of hands to finger, handle, feel and use keyboard.

Job Type: Full-time

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Work Location: One location

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