Executive Assistant

PLANNED PARENTHOOD GREAT RIVERS

POSITION TITLE: Executive Assistant and Board Affairs Administrator

STATUS: Full Time, Salaried, Exempt

REPORTS TO: CEO

SALARY: $56,000-$76,000/Year

Must have or be willing to obtain COVID vaccine, booster and flu vaccine!

BENEFITS:  

Planned Parenthood Great Rivers (PPGR) offers a robust benefits package. 

Employer Paid:

Healthcare: Employee pays approximately $41.38 per pay period

Vision: Employee pays approximately $4 per pay period

Dental: Employee pays approximately $5 per pay period

Life Insurance: Up to $100,000

Paid Parental Leave: 8 weeks of full salary after the event (birth or adoption)

Retirement plan with up to 6% contribution after 1 year of employment

Professional Development: $1500 annually

Generous Paid Time Off: 8 Sick Days, 10 Vacation Days, 5 Care for you Days and 9 Holidays

Employee Paid/Voluntary Benefits Include:

Aflac: Short-Term Disability, Accident Policy and Hospitalization Policy

Life Insurance additional coverage up to $100,000

POSITION SUMMARY

The Executive Assistant and Board Affairs Administrator plays a crucial role in supporting the CEO, Board of

Directors, and senior leadership team by efficiently managing administrative tasks and ensuring seamless

coordination of activities. This position requires exceptional organizational and communication skills,

discretion, and the ability to handle confidential information with professionalism.

This position works under the supervision of the Chief Executive Officer and requires some evening and

weekend work, including attendance at Board meetings. This position may fulfill the cell phone reimbursement

policy requirements.

PRIMARY DUTIES PERFORMED

 Calendar Management:

o Effectively manage the CEO's calendar, including scheduling meetings, appointments,

conferences, and travel arrangements.

o Prioritize conflicting needs, handle matters expeditiously, and proactively follow through on

tasks to ensure deadlines are met.

Board of Directors Liaison:

o Serve as the primary point of contact for the Board of Directors, managing communication and

coordination of board meetings, committee meetings, task forces and activities.

o Prepare and distribute meeting agendas, minutes, electronic votes and other necessary materials for board

meetings.

o Responsible for recurring agenda items

o Maintain accurate records of board resolutions and ensure timely execution of directives.

o Maintain all Board documents, including the Board Committee and Task Force roster, Board

Term Limits tracking, and Board Candidates spreadsheet up-to-date.

o Gather and update signatures of Board members on annual items

o Arrange for Board, Board Committees, and Board Task Forces meetings.  Coordinate any necessary logistics such as sending invitations and reminders,

distributing materials, reserving and preparing conference rooms, providing food and beverages,

assisting with technology, and help with cleaning up afterwards.

Meeting Coordination and Minutes:

o Arrange internal staff meetings, board meetings, and committee meetings as required.

o Arrange internal staff meetings, board meetings, and committee meetings as required.

o Attend meetings and accurately record minutes, documenting decisions and action items.

o Distribute meeting minutes and follow up on action items to ensure completion.

Presentation Preparation:

o Create compelling visual presentations and reports for internal staff, board, and committee

meetings.

o Gather data, analyze information, and present findings in a clear and concise manner.

o Ensure presentations are delivered on time and adhere to organizational standards.

Administrative Support:

o Handle correspondence, emails, and phone calls on behalf of the CEO, ensuring timely and

appropriate responses.

o Prepare and edit correspondence, reports, and presentations as needed.

o Maintain electronic and physical files, ensuring accuracy and confidentiality

o Ensure that the CEO has everything they need for meetings, speaking engagements, and other

events.

o Coordinate logistics for Senior Team communications, meetings, and activities.  Assist with

travel arrangements and expense management as requested.

o Other duties as assigned

o Periodic travel to affiliate locations may be required

QUALIFICATIONS

o Proven experience as an executive assistant or similar administrative role, preferably supporting C-level

executives or board members.

o Exceptional organizational and time-management skills, with the ability to prioritize tasks and anticipate

needs.

o Strong communication and interpersonal skills, capable of interacting with stakeholders at all levels.

o Proficiency in Google Workspace and/or Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant

software.

o Ability to handle sensitive information with discretion and maintain confidentiality.

EDUCATION and/or EXPERIENCE

o High School diploma or GED required. o Bachelor's degree in Business Administration, Management, or related field preferred.

o Minimum of two years of relevant experience. Experience with executive assistant and board liaison functions

desired.

o Sufficient experience with word processing and data base management competency essential.

LANGUAGE SKILLS

Ability to read and interpret documents such as compliance regulations, operating and maintenance instructions,

and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively with

employees in the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions,

and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram

form.  Ability to deal with problems involving several concrete variables in standardized situations.

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. Reasonable accommodations may be made to enable

individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle,

or feel.  The employee frequently is required to reach with hands and arms and talk or hear.  The employee is

occasionally required to move around the worksite or office.  The employee must occasionally lift and/or move

up to 10 pounds.  Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while

performing the essential functions of this job. Reasonable accommodations may be made to enable individuals

with disabilities to perform the essential functions.  The noise level in the work environment is moderately loud.

PPGR maintains a strict policy prohibiting discrimination on the basis of race, color, religion, sex, pregnancy or

pregnancy-related conditions, age, sexual orientation, gender identity or gender expression, economic

background, national origin, citizenship, disability, marital or relationship status, military service or veteran

status, or any other characteristic protected under applicable federal, state or local law.  

PPGR acknowledges and owns our past and present; therefore, we seek to look inward into how white

supremacy continues to show up in our organization. We have a responsibility to create a place of equity and of

inclusion, and we commit to dismantling racism and moving the needle to a more equitable workplace.

Salary : $56,000 - $76,000