Administrative Associate to the Executive Office
Company: Planned Parenthood of Metropolitan Washington DC
Location: Washington
Posted on: August 7, 2022
|
|
Job Description:
Description:
This position provides confidential executive and administrative
support to the Chief Operations Officer (COO) and Executive Office.
The Administrative Associate represents the Executive Office
internally and with external stakeholders. Duties performed are
confidential in nature and must be carried out with a high degree
of professionalism and flexibility, with the ability to exercise
sound judgment. Project management, attention to detail, and
organizational skills are critical to this position.
Requirements:
Essential Functions:Calendar and Meeting Management Strategically
manages and maintains Chief Operations Officers' (COO) schedule so
that workdays are efficiently organized, including foreseeing and
resolving scheduling conflicts. Schedules meetings and conference
calls. Provides preparatory and on-site assistance for execution of
meetings including: selecting and securing facilities, ordering
catering as needed, managing meeting set up/break down, and all
technology needs for meetings as needed. Take detailed minutes of
meetings and follow up as needed with meeting attendees in a timely
manner. Manages the creation of agendas, itineraries, directions,
presentations, and speaker notes for meetings, appointments, and
speaking engagements.Provides presentation support including, but
not limited to, developing and editing presentations using
Powerpoint, Google Slides, and other mediums. Travel Coordination
and Expense Management Coordinates all aspects of travel logistics,
including air and ground transportation, hotels, itineraries, etc
for the Chief Operations Officer. Monitors Chief Operations
Officers expenses, mileage, and submits requests for reimbursement
as needed.Completes reconciliation of the Chief Operations Officer
credit card by the fifth business day of each month. Processes and
assists with tracking expenses, reimbursements and invoices.
Additional Responsibilities Drafts and edits documents including
formatting, technical editing, and content using experience and
judgment to determine what should be included in each
document.Composes and finalizes complex correspondence, legal
documents, meeting minutes reports, presentations, and other-format
documents, using experience and judgment to determine what should
be included in each document.Fields incoming calls and other
correspondence, responding accordingly. Manages and coordinates
external room reservations and usage of space. Provides
administrative and project management for ad hoc projects of the
Chief Operations Officer, as designated by the Associate Director
of Executive & Medical Affairs. Assists Executive Team members, as
designated by the Associate Director of Executive & Medical
Affairs, with special projects, as well as day to day office
routines in a confidential manner. Assists with the Board of
Directors, as designated by the Director of Board, Executive, and
Strategic Initiatives, with special projects, as well as day-to-day
office routines in a confidential manner. QUALIFICATIONS: To
perform this job successfully, an individual must be able to
perform each essential duty satisfactorily. The requirements listed
below are representative of the knowledge, skill and/or ability
required. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
Associate's or Bachelor's degree preferred. Minimum two years'
experience in a formal office setting.Prior experience supporting
staff in a diverse environment. Experience managing multiple
assignments/projects and conflicting priorities with the pressure
of short, demanding deadlines in a fast paced environment.Excellent
attention to detail required; a natural affinity and enjoyment for
detailed-oriented work preferred. Proficiency in Google email
platform, Microsoft Office Suite, database management, and
multi-line phone systems.Requires excellent verbal and written
communication and interpersonal relationship skills with staff,
donors, board members, community leaders, and elected officials;
strong commitment to internal and external customer service.
Ability to maintain organizational files and daily projects in a
systematic manner. Ability to prioritize daily, weekly and monthly
projects and to meet deadlines.Additional demonstrated skills must
include: excellent proofreading skills, strong organizational
skills; strong analytical and problem-solving skills; attention to
detail; self-motivation, and ability to multitask.Demonstrated
ability to ensure accurateness and completeness of all elements of
project requirements, and an ability to adapt and thrive through
change on a regular basis. Ability to effectively work
independently with a willingness to accept direction as
needed.Discrete and trustworthy in handling confidential
information and documents.Sense of humor; can-do approach; tough
skin professionally; true compassion for others
essential.Individuals of diverse racial, ethnic, and cultural
backgrounds along with bilingual candidates are encouraged to
apply. Committed to the mission and vision of Planned Parenthood of
Metropolitan Washington. To perform this job successfully, an
individual must be able to perform each essential duty
satisfactorily. The requirements listed above are representative of
the knowledge, skill and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities
to perform the essential functions. Reasoning Ability Must have the
ability to define problems, collect data, establish facts, and draw
valid conclusions. Ability to multi-task and to work effectively
under pressure due to conflicting demands is required. Must be
flexible, highly organized, creative, and detail-oriented with the
ability to set and meet deadlines. Language Skills Ability to read,
analyze and interpret productivity reports, industry periodicals,
government regulations and legal documents along with the ability
to effectively present information to staff at all levels of the
affiliate and the board of directors. Must have the ability to
write reports, business correspondences, and procedure manuals.
Requires excellent verbal and written communication skills,
including listening and interpersonal relationship communication
skills as well as coaching and collaboration. This must include
strong presentation and public speaking skills with the ability to
interact with a diverse group of staff and internal and external
customers appropriately and professionally, including PPMW's Board
of Directors. Mathematical Skills Must possess the ability to add,
subtract, multiply and divide in all units of measure, using whole
numbers, common fractions, and decimals. Requires ability to
interpret basic financial data and communicate implications to
managers. Must have the ability to develop and manage a budget,
including elements of cost analysis, cost management and revenue
forecasting. Computer Skills Excellent keyboarding skills with high
level of accuracy required. Must have demonstrated proficiency with
Microsoft Office, possess capacity to learn software programs
required for specific position and must be able to access
electronic communications, including e-mail, Extranet, Intranet,
and Internet. Work Environment The work environment characteristics
described here are representative of those an employee encounters
while performing the essential functions of this job. The employee
must possess a demonstrated ability to work in a diverse
environment and build productive relationships. A demonstrated
ability to effectively work independently and collaboratively as
part of a team is essential. Noise levels in the work environment
are usually moderate. Protestors may be present at work and related
sites. The position may require frequent travel to multiple sites.
Employee must provide own reliable transportation and possess a
valid driver's license for the performance of agency duties.
Physical Demands: 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. All of
the job functions listed within this job description involve to
greater and lesser degrees the following physical demands: close
vision; hearing/listening; clear speech; walking; lifting and
carrying up to 25 pounds; stooping; kneeling; bending; sitting;
standing; and use of digits of hands to handle, feel and use
keyboard. While this description is intended to be an accurate
reflection of the current position, it is not necessarily
exhaustive of all responsibilities, duties, efforts, requirements,
or expectations of this position. Management reserves the right to
revise or amend this description to include or remove tasks as
circumstances change and the needs of PPMW so dictate. PP MW is an
equal opportunity employer committed to a diverse, equitable
workplace. PI187982645
Keywords: Planned Parenthood of Metropolitan Washington DC, Washington DC , Administrative Associate to the Executive Office, Administration, Clerical , Washington, DC
Click
here to apply!
|