Description

The Executive Assistant to the CEO (EA) manages all CEO, Board, committee, and executive logistics by providing confidential, high-level executive and administrative support to the CEO and Board of Directors. Reporting to the Associate Vice President for Strategic Initiatives, Planning, and Governance (AVP SIG), the EA is responsible for Board and Committee communication, engagement, and functions and enhances the President & CEO’s effectiveness by providing support and coordinating the work and schedule of the President & CEO. 

Duties performed are confidential in nature and must be carried out with a high degree of professionalism and flexibility, with the ability to exercise sound judgment. Advanced project management, attention to detail, and organizational skills are critical to this position. 

The EA must be able to commit to a minimum of 2-3 days on site at PPMW’s DC office per week and occasionally be available to work during nights and weekends to accommodate special events. 

Requirements

 CEO Support:

1. Manages logistics for the CEO including but not limited to: maintaining appointment schedule by planning and scheduling meetings, appointments, and speaking engagements. Proactively resolves calendar conflicts as they arise. 
2. Manages the creation of agendas, itineraries, directions and speaker notes to the CEO for meetings, appointments, and speaking engagements. 
3. Coordinates all physical arrangements, meeting materials, catering, and IT tests to ensure equipment is functional for all CEO meetings, including Executive Team meetings.
4. Coordinates with the Development Department to maximize the time spent by the President & CEO with donors and community leaders within PPMW’s service area.
5. Coordinates CEO travel. 
6. Monitors CEO expenses and mileage, and submits requests for reimbursement as needed. 
7. Completes reconciliation of the CEO and Executive Offices’ business credit card in a timely manner.
8. Prepares expense reports of CEO’s credit card expenditures for Board Treasurer approval on a quarterly basis. 
9. Processes, submits, and tracks expenses, reimbursements, and invoices for the Executive Office.
10. Provides presentation support including but not limited to developing and editing presentations using PowerPoint, Google Slides, and other mediums.
11. May provide administrative support to other members of the Executive Team as requested by CEO, including travel arrangements, conference registration, and other tasks as requested. 

Board Affairs Responsibilities:

1. Serve as a liaison between the Board and staff, ensuring that Board members have the information they need to effectively represent the Planned Parenthood mission in the community and make informed decisions about the future of the organization.
2. Coordinate functions to ensure maximum efficiency, productivity, and high performance for the Board and committees; coordinate all Board and committee meeting communications and logistics as set forth in corporate Bylaws.
3. Coordinate and arrange Board and committee meetings including notification of meetings, preparing agendas and minutes in coordination with AVP SIG, distributing meeting materials, and leading logistical arrangements.
4. Schedule meetings and conference calls. Coordinate all physical arrangements, meeting materials, catering, and IT tests to ensure equipment is complete and functional for Board, committee, staff, and other meetings.
5. Effectively manage multifaceted department logistics and calendars for meetings and conferences, including travel and catering as needed.
6. Plan and coordinate Board member travel to appropriate PPFA and other conferences.
7. Organize and maintain Board records including board candidates, current member attendance, individual Board member participation, etc.
8. Develop content and manage logistics for annual new Board Member Orientation. 
9. Build relationships with Board members to ensure that their talents and skills are being well utilized.
10. Work with Board Chair, President & CEO, and AVP SIG to determine appropriate committee assignments for Board members.
11. Work with President & CEO, Board Chair, and AVP SIG to plan Board education opportunities such as financial workshops, issues discussions, etc.
12. Ensure compliance standards are maintained.
13. Collect and maintain official agency records, Board materials and PPFA materials in compliance with Federation requirements. 

General Administrative Duties: 

1. In addition to supporting the CEO, the EA also manages the Chief External Relations Officer’s calendar, including: maintaining appointment schedule by planning and scheduling meetings, appointments, and speaking engagements. Proactively resolves calendar conflicts as they arise. 
2. Collects and maintains both physical and electronic official agency records, Board materials and PPFA materials in compliance with Federation requirements. 
3. Composes and finalizes complex correspondence, legal documents, meeting minutes, reports and other-format documents, using experience and judgment to determine what should be included in each document.
4. Prepares and mails correspondence such as memos, letters, and invitations sent from the Executive Office. Reviews and edits written material as requested. 
5. Fields incoming calls from colleagues, board members, and potentially donors. 
6. Participate in various affiliate and Federation committees, as needed and or desired. 
7. Assists CEO and AVP for Strategic Initiatives, Planning, and Governance with special projects and other job functions as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty 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.

1. Bachelor’s degree minimum 5 years’ relevant experience, or: 7 years minimum of relevant experience
2. Prior experience supporting executive staff in a diverse office environment required. 
3. Prior experience supporting a board of directors required; knowledge of 501(c)(3) and 501(c)(4) allowable guidelines a plus. 
4. Experience managing multiple assignments, projects, deadlines, and conflicting priorities in a fast-paced environment. 
5. Excellent analytical and problem-solving skills with sharp attention to detail and the ability to meet critical deadlines.
6. Ability to recognize and respond to problems with potential solutions in a highly professional, confidential and sensitive manner. 
7. Ability to maintain organizational files and daily projects in a systematic manner.
8. Ability to prioritize daily, weekly and monthly concurrent projects and to meet deadlines. 
9. High proficiency in Google Suite, including Google Docs, Sheets, and Slides. 
10. Proficiency in database management. 
11. Excellent verbal and written communication skills; excellent proofreading skills.
12. Excellent interpersonal relationship skills. Must be able to maintain positive relationships with executive and junior staff, board members, donors, community leaders, and elected officials. 
13. Ability to effectively work independently with a willingness to accept direction as needed. 
14. Ability to work flexibly with a dynamic, fast-moving team, and adapt to quickly changing priorities and ambiguous situations. 
15. Must be able to ensure confidentiality of all executive information and documents. 
16. Commitment to the mission, vision, and values of PPMW is a must. This includes a strong commitment to equity, inclusion, and belonging by respecting and honoring all people.