Job Details

Executive Assistant

Planned Parenthood Columbia Willamette, NE Portland

Job - Non-Profit

Close Date: 07/31/2019

Planned Parenthood Columbia Willamette (PPCW) is hiring an Executive Assistant to join our team!

As a member of our team, we can offer you:
- A supportive atmosphere and collaborative environment
- Organizational emphasis on high-quality practices
- A gratifying personal experience
- Office culture of work/life balance and flexibility
- Amazing employee benefits
The Executive Assistant is responsible for administrative management and acts as a leadership resource to the President and CEO, which includes but is not limited to: managing appointments and travel arrangements; preparing correspondence; receiving visitors; and arranging conference calls. In addition, manages administrative projects in support of the President and CEO, and the Board of Directors.

Benefits: Up to 4 weeks of paid time off; 8 paid holidays; 403b retirement account with matching; Employee Assistance Program; excellent and low cost Medical, Dental, and Vision insurance; Short and Long Term Disability insurance; Life Insurance; and Flex Spending Accounts for medical, commuting, and dependent care; plus voluntary AD&D, group accident, and hospital indemnity insurance.

Schedule: Full Time (40) Monday to Friday (position will include evening and possibly weekend hours)

Location: Portland, OR

Position Details: This is a non-represented, salaried (exempt) position.

Essential Functions:

Executive Office
Receive and screen visitors and telephone calls, provide information and handle issues that may require sensitivity, and review, prioritize and route incoming correspondence.
Maintain appointment calendars, plans, schedules and coordinates meetings. Maintain contacts.
Screen requests for the President and CEO’s time, and assist them with effective time management.
Ensure the President and CEO has required background information and materials in advance of all meetings.
Draft routine and non-routine correspondence for own or President and CEO’s signature. Proofread materials, including speeches, for accuracy, completeness and compliance with the organization’s standards, policies and procedures.
Serve as communications hub for work of President and CEO within the affiliate and within the communities served.
Schedule all appointments and conference calls; determine availability of participants.
Coordinate planning and logistical arrangements for internal and external conferences and other meeting events. Inform attendees/participants of meeting logistics; arrange for videoconferencing and teleconferencing equipment and other equipment needs. Collect agenda items and prepares agenda.
Research and assemble information from a variety of sources for the preparation of records and reports.
Organize and maintain office records.
Maintain and update online content for PPCW Intranet on President’s Page, Board of Directors Page and Employee Central.
Prepare documents and presentations to final format from draft, handwritten, or dictated notes.
Coordinate business itineraries, travel arrangements, conferences, meetings and other business functions.
Record submission of documents to PPFA and ensures accreditation documents do not lapse.
Advise and prepare communications for President and CEO regarding signifying major life events of staff and Board, e.g., birthdays, illnesses, births, etc.
Monitor operating budget for the Executive Office, including processing invoices and reconciling expenses.
Develop and suggest administrative policies and procedures, and internal operational improvements.
Triage and delegate appropriately requests for administrative assistance from various departments within the agency.
Assist with interview scheduling, onboarding/offboarding of Senior Management Team members.
Other duties as assigned to support the Executive Office.

Board of Directors
Serve as facilitator to the President and CEO and members of the Board of Directors.
Manage and facilitate meeting logistics of the Board of Directors. Attend and take minutes of meetings, both in the office and at other locations, including committee or task force meetings.
In conjunction with the President and CEO, schedule and organize educational sessions of Board Meetings, including webinars and Board retreats.
Under the direction of the President and CEO, coordinate new Board Member orientation programs, including scheduling annual program, preparing orientation materials, scheduling tour of a health center, coordinating catering, evaluation survey, etc.
With the President and CEO, coordinate, create agendas for, and attend meetings of the Board and assigned Committees of the Board.
Prepare packets for Board and Board committee meetings; develop packet materials; recommend changes as necessary; photocopy and scan packets and distribute materials via electronic mailing and/or US Postal Service.
Ensure timely preparation and distribution of Board meeting packets in compliance with Bylaws.
Maintain and update content for Board of Directors online portal.
Act as staff liaison to the Board Affairs Committee; coordinates all candidate recruiting activities.
Serve as liaison on ad hoc committees, tasks forces, etc., as assigned by the President and CEO.
Work with Board or Committee Chair and President and CEO on Board evaluations, profiles and Board attendance reports.
Prepare and submit Board Indicator components of accreditation process. Review Bylaws and Board policies for ongoing compliance with PPFA Board Indicators and make recommendations to President and CEO for changes to Bylaws and policies.
Prepare and submit (1) board list; (2) minutes of board meetings; and (3) other agency documents in compliance with PPFA schedule.
With the President and CEO and Board Chair, assists with Board work plan.

Minimum Qualifications:
Bachelor’s degree or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
Five (5) years of administrative support experience.
Proven success supporting a senior executive.
Experience and demonstrated success in event planning
Preferred Qualifications:
Certified Administrative Professional or professional certification in office management.
This job description is not intended to be all inclusive. The employee will also perform other reasonable duties as assigned by the supervisor or other management.
Planned Parenthood Columbia Willamette is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment. We do not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, gender, gender identity, gender expression, sexual orientation, national origin, marital status, age, mental or physical disability, genetic information, application for workers’ compensation benefits, use of statutory protected leave, veteran or military status, pregnancy, union activity, or any other characteristic or status protected by applicable federal, state or local laws. Planned Parenthood is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.

Complete details: