Executive Office Coordinator

As an Executive Office Coordinator, you will save lives while you:

General Support

• Provides support on scheduling, expense reports and general administrative needs across the Executive Office and External Affairs departments.
• Support with Salesforce data entry
• Maintain and update Intranet for Exec Office and External Affairs Departments
• Coordinate travel arrangements for VP of Advocacy & Equity and VP of Communications and Marketing, such as booking flights, cars, and making hotel reservations
• Provides administrative and project management support for ad hoc projects of the Executive Office and External Affairs Department, as approved by the M of EBA
• Supporting access to abortion care and helping reduce abortion stigma are essential duties of every role at PPPSGV and are integral to advancing our mission.
Exec Office  
• Manage President & CEO’s calendar as directed by Manager of Executive & Board Affairs (M of EBA) via Microsoft Outlook
• Schedule President & CEO’s internal and external meetings as directed by M of EBA
• Coordinate travel arrangements for President & CEO such as booking flights, cars, and making hotel reservations
• Support onsite with in-person meetings, and conference calls.
• Support with board meetings, including scheduling, door coverage, and meal set up.
• Provides preparatory and on-site assistance for execution of meetings including: managing meeting set up, break down, and all other room, presentation, and materials set-up as needed.
• Coordinate logistics for board and committee meetings with M of EBA
• Support Executive Office operations in the absence of the M of EBA
External Affairs
• Support with in-person External Affairs quarterly meetings, including meeting coordination, tech support, room booking, ordering food (if needed)
• Work with all people and departments to coordinate internal and external meetings, webinars, events, etc. in support of External Affairs initiatives including vendor coordination, logistics, budget tracking
• Occasional pickup and drop off of branded materials to health centers
• Support with the coordination and processing of swag orders, and monitor the swag closet and re-order supplies as needed
• Support volunteer program operations in the absence of the Manager of Volunteer Programs
• Occasional support of volunteer coordination and external activities
• Support with in-person and virtual Planned Parenthood Advocates Pasadena & San Gabriel Valley meeting logistics including technology and door management
Other:
Knowledgeable on all Planned Parenthood Pasadena & San San Gabriel Valley safety and security protocols
Comply with PPPSGVs Code of Conduct and maintain the highest level of professional and ethical standards and act in compliance with both the letter and spirit of all applicable laws and regulations
Commitment to and support for the mission and goals of Planned Parenthood, including but not limited to, increasing access to abortion and decreasing abortion stigma
Other duties and responsibilities as assigned

 

We are looking for the following:

Education:
High School level education and above are welcomed to apply
Experience:
Non-profit or office setting in an administrative support role preferred
Managing schedules and strong experience with Microsoft Office
Managing multiple assignments/projects and conflicting priorities with the pressure of short, demanding deadlines in a fast-paced environment
Other: 
Work occasional evenings and weekends for meetings and events.
Excellent attention to detail required; a natural affinity and enjoyment for detailed-oriented work preferred.
Proficiency in Microsoft Office Suite
Experience using and coordinating Microsoft Teams and/or other online presentation delivery tools.
Enter and manage information in databases; Salesforce and Sharepoint experience preferred
Has reliable transportation and ability to visit multiple PPPSGV sites in a day
Excellent organizational and critical thinking skills.
Adept at learning new software and online tools.
Excellent keyboarding skills with high level of accuracy required
Work independently and as part of a team
Demonstrated excellent verbal and written communication and interpersonal relationship skills with internal and external stakeholders
Maintain organizational files and daily projects in a systematic manner
Prioritize daily, weekly and monthly projects and to meet deadlines
Discrete and trustworthy in the handling of confidential information and documents
Commitment to learning and expanding skills; true compassion for others
Commitment to quality healthcare
Excellent customer service and commitment to providing the highest level of customer satisfaction
Commitment to personal and/or organizational Diversity, Equity and Inclusion work, including the proficiency and/or strong willingness to use non-binary pronouns