Senior Executive Assistant to the Office of the CEO - St Paul, MN (hybrid)

Planned Parenthood North Central States

Senior Executive Assistant to the Office of the CEO - St Paul, MN (hybrid)

Starting salary for candidate who meets minimum requirements (Experience will be compensated): $80,000

About Us:

At Planned Parenthood North Central States (PPNCS), we believe all people deserve the right, the freedom, and the opportunity to follow their personal ambitions and choose their own path toward a healthier, more meaningful life. That's why we protect, promote, and provide comprehensive and progressive sexual and reproductive health care for generations of young people and families with empathy, care, and respect. We are looking for passionate, dedicated staff who are eager to make positive contributions to their community and to the Planned Parenthood mission.

Click here to learn more: Our Mission

What to expect:

Under the supervision of the Chief Executive Officer (CEO), the Executive Assistant will assist with and provide high-level administrative support to CEO's Office and support the Boards of Directors. The Executive Assistant may be required to provide administrative support for other Executive Team members, as needed, to support the team of administrative support staff.

Schedule: Normal Business Hours

Responsibilities:

This position will impact us with the following contributions:

Executive Support

• Provide high-level administrative and logistical support to the Office of the CEO, General Counsel and VP of HR including:
• Represents the office in written and verbal communications
• Maintaining appointment schedule by planning and scheduling meetings and conferences
• Schedules meetings, including coordinating team calendars, securing meeting locations, sending meeting invites, and agendas to participants
• Attends meetings as appropriate and provides meeting support (e.g., agendas, minutes, follow-up items)
• Coordinating travel with itineraries and expense reports
• Assist in managing and preparing for key deadlines and presentations
• Arrange and manage all materials related to service on boards and committees
• Coordinate special projects for the offices

• Conduct research to inform decision makers and initiate new processes to enhance administrative operations
• Process department's invoices and monthly expenses and assists with the compilation and management of the office budget
• Works to ensure compliance with federal, state, and local ordinances by adhering to department requirements
• Manage a portfolio of projects and executive office operations to ensure maximum efficiency, productivity and high performance for the CEO
• Provide administrative support and coordinates logistics for CEO, including but not limited to maintaining daily schedules by planning meetings, conferences, appearances, teleconferences, tracking hours and completing travel and expense reports, among other duties.
• While keeping the CEO fully informed, act as a proxy, when requested and informational funnel, filter and facilitator for the CEO, dealing with as many issues as possible before they reach the CEO's desk, representing the CEO's point of view, and making decisions in collaboration with Executive Team members in the CEO's absence.
• In partnership with outside general counsel and the deputy general counsel/chief compliance officer, manage separate legal entities and facilitate governance of five-state affiliate and supporting ancillary entities.
• In partnership with deputy general counsel/chief compliance officer, manage and mitigate risk by bridging interdepartmental gaps by participating in cross-functional workgroups and facilitating conversations with colleagues across the departments to respond to the needs of the organization, and to bring board enterprise risk management committee for oversight.
• Provide subject matter expertise on governance for the five-state affiliate and supporting ancillary entities.
• Exercise exceptional discretion with confidential information to keep CEO approved of activities happening within the organization.
• Help staff and their teams interpret, understand and carry out the CEO's vision and strategic intent. By serving as a subject matter expert in conversations and projects, ensure the CEO's office is represented, and that information flows back to the CEO.
• Help CEO prioritize projects and business impacts to ensure the CEO and Executive Team are moving forward with the most important work.
• Help provide and manage written communications, brand, relationships, decision making and problem solving on behalf of the CEO.
• As requested, represents the CEO in meetings and with employees, volunteers, donors and other stakeholders.
• Provide timely and appropriate responses to correspondence including email , phone and walk-in inquiries.
• Facilitate rapid and appropriate responses, continuous movement of projects and track the status of all projects and tasks.
• Provide briefings for the CEO on a broad spectrum of issues, projects, and tasks on a daily basis.
• Facilitate forward progress and problem solving on projects as assigned.
• Establish and track CEO departmental budget ensuring budget targets are met; process invoices for payment ensuring the accuracy of information.
• Ensure communication and information flows between CEO and Board
• Manage new board member orientation
• Collect and maintain official corporate records, board materials and PPFA materials in compliance with federation requirements and best practices.
• Distribute required documents to PPFA based on submitted schedule and coordinate completion and delivery of required affiliate reports.
• Assist in PPFA accreditation requirements and processes.
• Develop and implement information sharing and board training of affiliate and federation tools for industry best practices
• Attend board and committee meetings and manage board activities by preparing agendas and meeting materials for distribution, preparing meeting minutes for approval, making travel plans and processing expense reports as appropriate.
• Maintain board manual and manages special task forces as necessary.
• In partnership with the CEO and COO, understand and help implement the organization's strategic plan, ensure and coordinate the Board of Directors engagement and oversight.
• Contribute to the overall effectiveness of the Corporation by adhering to established policies and practices. Attends meetings and training as required.
• Support the Development operations of the organization by attending events, as appropriate, to provide support to the CEO, coordinating donor meetings, acknowledgment follow-up and documentation.
• Supports COO in IT project management
• Establish and maintain strong working relationships with external stakeholders including, but not limited to, Affiliate CEO (ACEC) Director, PPFA colleagues, Affiliate CEOS, and staff, donors, policy-makers and community leaders.

Administrative Support

• Provide administrative support and manages office operations to ensure maximum efficiency, productivity, and high performance
• Read, analyze, appropriately address, and respond to correspondence, phone, and walk-in inquiries in a timely manner
• Transcribe, compose, and prepare department correspondence and other documents
• Support strategic projects for the team
• Maintain, prepare, and send various reports and maintain databases
• Perform office tasks, such as filing, scanning, faxing, mailing documents, and ordering supplies
• Assist with department activities and events
• Attend department and team meetings and support department and team activities; coordinate agendas and meeting materials including distribution of meeting minutes

Minimum Qualifications:

• 10 years of experience as an administrative assistant
• 5 years of experience providing support to high-level executives and multiple staff members
• Experience working with multiple departments or stakeholders

Knowledge, Skills and Abilities:

• Effective communication skills
• Attention to detail and accuracy
• Ability to maintain confidentiality
• Technology skills including computer and applicable software skills
• Ability to work with people from diverse backgrounds and create a positive environment that demonstrates PPNCS' commitment to diversity, equity, and inclusion
• Ability to multi-task
• Effective critical thinking and problem-solving skills

Benefits:

This position is eligible for:

• A comprehensive benefits package, including:
  
  
  
  • Medical, Dental, Vision - With equity-based premium tiers
    
    
    
    • NICE HEALTHCARE - free, virtual primary care for entire household (in-home available for qualifying locations) Services include: 80 free labs, free x-rays, and physical tests, live, virtual physical therapy, 550+ free medications
    
    
    
    
  • Flex Spending Account
  • Life insurance
  • Eligibility for Federal Student Loan Forgiveness
  • PTO, Float holidays, Volunteer Paid Time Off, Paid Holidays
  • 403(b)
  • Eight weeks paid Parental Leave
  • Pet Insurance
  
  
  
  

Please note:

We require all PPNCS employees, volunteers, interns, and fellows to have a current, up-to date, COVID vaccine (Exemptions may be provided for medical, disability (ADA) or religious reasons.)

Planned Parenthood North Central States supports people of all ages in making responsible choices and planning their futures. We are an organization committed to creating and fostering an environment that leads to engaged employees, and we believe engaged employees results in satisfied customers and exceptional experiences. When you work for Planned Parenthood you make a difference in the lives of those we serve by affirming the human right to reproductive health and freedom.

Planned Parenthood is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, sex, gender identity or gender expression, national origin, age, veteran status, marital status, religion, sexual orientation, size, disability, socioeconomic status, or status regarding public assistance. Planned Parenthood is committed to encouraging and promoting diversity as well as providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. Planned Parenthood is dedicated to an equitable and inclusive work environment and encourages all interested candidates to apply regardless of initial skill set.

Any job offer will be contingent upon the results of a background investigation.

Questions? Contact Jobs@ppncs.org for more information.