The Executive Assistant provides general administrative support to the CEO and Senior Leadership Team, and assists with communications with the Boards of Directors. This position works under the supervision of the Chief Executive Officer.
1. Establish and manage structures and processes that enable the Chief Executive Officer to be most effective. Perform and oversee administrative support duties and facilitate operations to allow ease of performance for the CEO.
2. Under the direction of the CEO, assist with communication and logistics around the PPIL and PPIA Boards, Committees, and Task Forces.
3. Under the direction of the CEO, coordinate agency communication logistics with Board members. Prepare packets containing background information on critical agency issues to prepare Board members for important conversations and votes at Board meetings. Assist CEO in ensuring that Board members are kept up-to-date between meetings on important issues.
4. Coordinate logistics for Senior Leadership Team communications, meetings, and activities. Assist with travel arrangements and expense management.
5. Understand, commit to, and practice a customer-oriented approach to service delivery.
6. Through these activities demonstrate an understanding of and commitment to PPIL core values of access, activism, care, confidentiality, diversity, excellence, integrity, respect, self-determination, and stewardship; practice these values in relations with internal and external customers.
7. Working with the Chief of Staff, coordinate Board relations and communications, including mailings to the Board of Directors.
8. Make arrangements for Board, Board Committees, and Task Forces, and Senior Leadership Team meetings. Attend Board meetings, take minutes, and coordinate all committee mailings. For all of these meetings, coordinate any necessary logistics such as sending invitations and reminders, distributing materials, reserving and preparing conference rooms, providing food and beverages, assisting with technology, and cleaning up afterwards.
9. Keep Board documents, including the Board Committee and Task Force roster, Board Term Limits Spreadsheet, and Board Candidate Spreadsheet up-to-date. Maintain organized files of Board and Committee minutes.
10. Sort, prioritize, and route CEO’s mail and email.
11. Prepare draft reports and/or correspondence as directed. Edit proofs as needed.
12. Maintain the CEO’s calendars, meetings, appointments and travel schedule. Assist with preparation of CEO’s expense reports. Work with other staff as needed to ensure that the CEO has everything they need for meetings, speaking engagements, and other events.
13. Receive and screen incoming phone calls to the CEO as directed.
14. Ability and willingness to travel among sites and work evenings and weekends as necessary.
15. Assist with programs or activities throughout the agency as required.
16. Other duties as assigned.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, walk, talk, see, and hear. The employee frequently is required to use hands and fingers to type, handle, or feel and reach. The employee is regularly required to sit. The employee must occasionally lift and/or move up to 25 pounds.
Supervisor: Chief Executive Officer
Status: Full time. Non-exempt from the overtime provisions of the wage and salary policy.
Education: High school diploma or GED required; bachelor’s degree preferred.
Experience: 3 to 5 years office experience required, preferably in the capacity of an executive assistant. Previous experience with board relations and in a fast-paced work environment strongly preferred.
Personal and Professional qualities:
Excellent communication skills, both written and verbal. A self-starter, with the ability to organize and maintain large amounts of diverse information with attention to detail. Must be able to prioritize and manage projects from start to finish, demonstrating strong follow-through and appropriate confidentiality. Strong interpersonal skills required and a willingness to relate to many different types of people, understanding their needs and motivations while keeping the needs of the agency as the highest priority. An understanding of and commitment to the operating goals of Planned Parenthood is essential. Ability to maintain a flexible work schedule that may require some evenings and weekends.
Planned Parenthood of Illinois works affirmatively to include diversity among its workforce and does not discriminate in the selection of its staff on the basis of race, color, religion, sex, national origin, age, sexual orientation, disability, income, marital status, or any other dimension of diversity. We encourage diverse candidates to apply for this position.
-Company subsidized premiums on Medical, Dental, and Vision Insurance
-Generous Paid Time Off (PTO) and paid holidays
-Mission focused work
-401k with employer matching
-100% company-paid Life Insurance
-100% company-paid Short and Long Term Disability Coverage
-Robust Employee Assistance Program
-Professional Development awards and opportunities
-Flexible Spending Accounts
-Free Medical Services at PPIL
Minimum Education Required
How To Apply
All applications must be submitted on the Planned Parenthood website: https://jobs.lever.co/ppil/187c7b00-4a9c-4d5e-ae7f-9b9152b60898?lever-origin=applied&lever-source%5B%5D=Idealist