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