Manager, Exectuive Office and Board Affairs - Planned Parenthood
Elmsford, NY 10523
About the Job
Position Summary:
Performs proactively to provide daily and ongoing direct support and acts in the capacity of a primary resource role to support the President & CEO in their multi-faceted position responsibilities. In addition to general administrative/personal duties, which includes extensive calendar, meeting and travel management, the role performs a variety of administrative functions and projects in support of the President & CEO and the Board of Directors.
Essential Functions:
Performs proactively to provide daily and ongoing direct support and acts in the capacity of a primary resource role to support the President & CEO in their multi-faceted position responsibilities. In addition to general administrative/personal duties, which includes extensive calendar, meeting and travel management, the role performs a variety of administrative functions and projects in support of the President & CEO and the Board of Directors.
Essential Functions:
- Executive Office Manager
- Ensures a high performance, customer service-oriented work environment that reflects affiliate values and supports achieving the organization’s mission, goals and objectives.
- Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and sound independent judgment; reviews, prioritizes and routes incoming correspondence.
- Maintain time, calendars, schedules and coordinates meetings, screens requests for the President & CEO’s time, and assists them with effective time management. Ensures that the President & CEO has required background information and materials in advance of all meetings.
- Position reports to the Chief of Staff for supervision and oversight with a dotted line to the President & CEO. Regularly drafts required correspondence or responses for own or President & CEO’s signature. Proofreads materials and documents for accuracy, completeness and compliance with the organization’s standards, policies, and procedures, including PPFA trademark guidelines.
- Serves as communications hub for work of President & CEO within the affiliate and within the communities served. Schedules and coordinates all appointments and conference calls with minimal or no direction and determines availability of participants.
- Coordinates planning and logistical arrangements for internal and external conferences and other meeting events. Informs attendees/participants of meeting logistics; arranges relevant details and refreshments, as needed. Collects agenda items and prepares agenda.
- Researches and assembles information from a variety of sources for the preparation of records and reports; organizes and maintains office files; and may conduct special studies.
- Operates any and all key office equipment such as photocopiers, facsimile machines, etc. necessary to complete required duties; provides required support related to key office equipment.
- Maintains and updates online content for PPHP Intranet and Leadership Team Intranet.
- Prepares documents and presentations to final format from draft, recorded, or dictated notes.
- Coordinates business itineraries, travel arrangements, conferences, meetings and other business functions, including booking plane flights and train tickets.
- Orders office supplies to maintain sufficient inventory for Executive office use.
- Records submission of documents to PPFA and ensures accreditation documents are kept up to date.
- Advises and prepares communications for President & CEO regarding significant major life events of staff, i.e., birthdays, illnesses, births, bereavement, etc.
- Serves as primary liaison to affiliate’s regular off-site meeting venue; tracks expenses; ensures prompt payment; and that requests for certificates of insurance are fulfilled.
Board Affairs Manager:
- Serves as facilitator to the President & CEO and members of the Board of Directors.
- Communicates with the membership and leaders of the organization; displays cooperative and collaborative communications aligned with service standards and expectations.
- Coordinates and facilitates meetings and logistics of the Board of Directors. Attends and takes minutes of meetings, both in the office and at other locations, including committee or task force meetings.
- In conjunction with the President & CEO, schedules and organizes educational sessions of Board Meetings, including webinars and the annual Board Retreat. Under the direction of the President & CEO, coordinates new Board Member orientation programs, including scheduling annual program, preparing orientation materials, preparing power point presentations, scheduling tour of a health center, coordinating catering, ensuring any required equipment is secured and working, etc.
- With the President & CEO, coordinates, creates ad hoc agendas for, participates in and facilitates meetings of the Board and assigned Committees of the Board.
- Prepares / develops board packets; recommends changes as necessary; photocopies packets and posts materials to the Board Intranet.
- Ensures timely preparation and distribution of Board meeting packets in compliance with Bylaws.
- Responsible for continued development and maintenance of PPHP Board Intranet site. Trains new board members and retrains current board members on use of the Intranet.
- Acts as staff liaison to the Board Development/Nominating Committee; coordinates all candidate recruiting activities; records minutes. • Serves as liaison on adhoc committees, tasks forces, etc., as assigned by the President & CEO.
- Works with Board or Committee Chair and President & CEO on Board evaluations, profiles and Board attendance reports.
- Responsible for preparation and submission of PPFA annual Board Indicator Review component of accreditation process. Reviews Bylaws and Board policies for ongoing compliance with PPFA Indicators and makes recommendations to President & CEO for changes to Bylaws and policies.
- Prepares and submits (1) board list; (2) minutes of board meetings; (3) minutes of Executive Committee meetings; and (4) other affiliate documents in compliance with PPFA schedule.
Non-Essential Functions:
- Provides support coverage for Administrative Assistant, Finance, External Affairs and Education & Training during lunch breaks and vacation, as needed.
- Manages special projects as assigned by President & CEO, and assumes additional responsibilities as assigned by the President & CEO or Chief of Staff.
- Regularly checks PPHP email account throughout the workday for important affiliate-related communications.
Qualifications: Skills, Experience, Education and Licensure
- Skills needed include comprehensive and working proficiency with Microsoft Suite: Word, Excel, PowerPoint, Outlook, SharePoint); demonstrated event-planning experience; and ability to multi-task with attention to detail. Bachelor’s Degree or equivalent from four-year College; and 5-7 years related experience; or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired. Minimum 5 years executive administrative experience, with proven success supporting a senior executive.
- Office administrative and management skills; principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation; understanding of organization’s rules, policies, and procedures relating to the administration of the organization; record keeping, filing and purchasing practices and procedures. Must be resourceful and perform in a professional manner and demonstrates the ability to work independently, exercises discretion, confidentiality and sound judgment. Accuracy, productivity, dependability and good attendance are essential.
- Organize, set priorities and exercise sound independent judgment within areas of responsibility; interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies; train others in work processes and procedures; organize, research and maintain complex and extensive office files; compose correspondence from brief instructions; communicate clearly and effectively orally and in writing; prepare clear, accurate and concise records and reports by established deadlines; maintain sensitive and confidential information; use tact, discretion and diplomacy in dealing with sensitive situations and concerned people and customers; establish and maintain highly effective working relationships.
$70,000 - $80,000. The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job posting and may be modified in the future. When determining a team member's base salary and/or rate, several factors may be considered as applicable including location, specialty, service line, years of relevant or relatable experience, education, credentials, budget and internal equity. PPHP offers a comprehensive and competitive benefits package including Medical, Dental, Vision, Life, STD/LTD, Voluntary Benefits, may be eligible for (Paid) Maternity Leave after one year of employment, Tuition Reimbursement Program, Quarterly Bonus program and a 401(k) Plan with a match.
Source : Planned Parenthood