PLANNED PARENTHOOD SOUTHWEST OHIO REGION JOB DESCRIPTION POSITION: Executive Assistant DEPARTMENT: Administration REPORTS TO: Chief Operating Officer STATUS: Non-Exempt, Full-Time UPDATED: October 2024 JOB SUMMARY: The Executive Assistant is responsible for providing high level administrative and day-to-day support to the Chief Operating Officer (COO), playing a pivotal role in the COO's effectiveness and ensuring smooth operations across the affiliate. The Executive Assistant acts as a liaison between the COO and internal and external stakeholders including calendar management and drafting correspondence. The Executive Assistant is responsible for maintaining confidentiality of all matters related to assigned duties while working to encourage and support Planned Parenthood Southwest Ohio Region (PPSWO) and its successes. ESSENTIAL DUTIES: 1. Administrative Support and Communication Management
· Manage the COO's schedule with internal and external stakeholders.
· Coordinate and strategically prioritize emails, phone calls, and meeting requests.
· Prepare and organize materials for meetings including agendas, presentations, and reports.
· Draft correspondence and communications on behalf of the COO, ensuring clear and efficient communication.
· Handle inquiries and correspondence on behalf of the COO, responding promptly and professionally.
2. Operational Coordination · Develop and maintain positive working relationships with staff, internal departments, and Senior Leaders. · Facilitate communication across Operations to ensure alignment of priorities and objectives. · Identify opportunities for process improvements within the COO's office and the organization as a whole. · Assist in the development of policies and procedures that enhance operational efficiency. 3. Information Management · Manage highly confidential information on behalf of the COO. · Maintain and organize files, records, and databases relevant to the COO's activities. 4. Project Coordination and Data Management · Assist in the planning and execution of special projects and initiatives, working closely with the Manager of Strategic Initiatives and all departments within Operations. · Track project timelines, deliverables, and follow up with team members as needed to ensure that the Operations team has the necessary resources to meet deadlines. · Maintain project documentation and prepare status reports. · Assist in data analysis and preparation of reports for various audiences, including all staff meetings, Operations meetings, Senior Leadership, Board-level committees, and the CEO/CFO. KNOWLEDGE AND SKILL REQUIREMENTS: Passionate commitment to PPSWO's mission and values related to health equity, especially centering on racial equity, and a deep sense of accountability to community. Demonstrated understanding of the role that racial inequity plays in our society and its impact on healthcare systems and care delivery. Demonstrated ability to be responsive to changing priorities and simultaneously handle multiple complex initiatives. Strong attention to detail. · Excellent relationship building and communication skills, including a high level of self-awareness, empathy, and humility in interpersonal interactions. Minimum three (2) years of executive level administrative experience preferably within a healthcare environment. · Ability to handle sensitive information with discretion and maintain confidentiality.
A demonstrated ability to work and build trust across cultural differences as well as to effectively communicate across differences related to race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability. · A proactive and resourceful approach to problem-solving.
· Exceptional interpersonal communication, verbal and written.
· Proficient with Microsoft 365 products, Asana, and various data management or word processing programs.
· Strong writing and proofreading ability.
PHYSICAL REQUIREMENTS/WORKING CONDITIONS:
· Ability to lift and /or move up to 25 pounds, sit, talk, hear, stand, bend, walk; use hands and fingers, handle or operate objects, reach with hands and arms; climb and balance; stoop, kneel, crouch, crawl, and use repetitive motions of the hands and wrists. · Ability to get to the work site; also other PPSWO health centers and meetings when required. · This position is hybrid and is required to work in the office a minimum number of days in the office each week.
\n Requirements Hepatitis B and MMR Immunization recordsCOVID Vaccine CardFlu VaccinationReferences( 3: former supervisors and colleagues) Benefits Voted top place to work Supportive team environment Growth opportunities 11 Paid holidays a year Matching 401k Health care plan Extensive training program
\nSalary 55-65k annually