Executive Assistant Job at Planned Parenthood of Southwestern Oregon in Eugene

POSITION INFORMATION:

About Planned Parenthood of Southwestern Oregon

Planned Parenthood of Southwestern Oregon (PPSO) has been dedicated to providing expert reproductive health care and sexuality education in Southwestern Oregon for over 55 years. PPSO provides more than 30,000 patient visits each year at four health centers and via telehealth. PPSO is also regarded as the region’s most respected provider of medically accurate sexuality education for young people and adults, as well as training programs for professionals who work with youth and families. Education and training programs make over 10,000 contacts each year, transforming the lives of young people in southwestern Oregon.

PPSO’s essential health services include breast and cervical cancer screenings, well-woman annual exams, birth control, abortion care, LGBTQ+ health, STI prevention, testing and treatment, pregnancy testing, PrEP (Pre-exposure prophylaxis), HPV vaccinations, vasectomies, and more.

Join our dedicated and mission driven team as we work to serve more than 40,000 individuals a year with comprehensive reproductive healthcare, education, and advocacy. For more information, visit www.ppsworegon.org.

Position Summary

The Executive Assistant is responsible for communicating clearly, on behalf of the affiliate and CEO, with Board Members, donors, staff, volunteers, and a wide range of other external contacts and is expected to consistently carry out their responsibilities with a professional and highly customer-focused approach. The goal of this role is to create increased efficiency for the CEO, partnership throughout PPSO to keep operations smooth, and clear communications to the Board of Directors. This position requires working on site regularly each week, with some remote work flexibility contingent on the schedule of the CEO and the Board.

RESPONSIBILITIES:

Essential Duties

• Provide expert administrative support to the CEO, ensuring accuracy, timeliness, and preparedness for all engagements, appearances, virtual and in-person meetings, and special projects.
• Act as a liaison between the CEO and other staff/departments by assisting with contract management, ensuring timely signing of documents and donor engagement materials.
• Maintains the CEO’s files internally and externally, including confidential correspondence, legal documents, banking files, and contract document management, reporting requirements to PPFA and other agencies.
• Prepare and process monthly expense reports and invoices; reconcile expenses for CEO and board affairs.
• Maintain notary public license, providing notary services within the organization as required.
• Coordinate, monitor, and report on simultaneous projects to ensure adherence to deadlines.
• Support CEO and Executive Teams’ work with legal counsel and contract negotiations with vendors.
• Act as the primary scheduler for the CEO, making sure the calendar, plans, and overall schedule is accurate and reflects the CEO’s priorities and aligns with annual, quarterly, and monthly goals. Provide additional support for the COO scheduling as needed to ensure coordination across leadership.
• Expertly manage in-person and remote meeting logistics with little or no direction; prepare materials; reserve conference spaces; poll, track, and confirm participant attendance; manage technology and setup of audio/video meeting platforms, manage in-person technology, and provide welcome reception for guests.
• Oversee and execute preparations for meetings including All Staff, Leadership, and Board meetings. Gather agendas, presentation slides, send out meeting invites, run materials/slides during meetings, room set-up and take-down, refreshments, etc.
• Make travel arrangements for the CEO, Board of Directors, and Executive Team as directed for local and national meetings.
• Ensure full adherence to PPSO’s bylaws, including partnering with the CEO and Board to meet all requirements in the bylaws, annual elements of performance, and track progress of the full board and each committee towards completing the annual board workplan.
• In accordance with PPSO Bylaws, provide administrative support for Board nominating process; track Board terms, demographics and members’ eligibility to serve additional terms; gather and prepare biographical and contact information of Board nominees.
• Coordinate new Board member orientation and onboarding processes, including preparation and regular updating of Board Manual.
• With respect to the Board, support the Finance Department in facilitating the Annual Audit and 990.

Equity and Culture

• Engage in and support efforts to create and maintain an affirming and culturally responsive work environment.
• Take the initiative to develop your own awareness and knowledge of the principles and scope of diversity, equity, inclusion, and belonging.
• Participate and engage in PPSO Diversity, Equity, Inclusion, and Belonging initiatives.

QUALIFICATIONS AND EXPERIENCE:

The responsibilities listed below are representative, but not all inclusive of the knowledge, skill, and/or ability necessary to satisfactorily and successfully perform the essential duties of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Minimum Required Qualifications

• Bachelor’s degree or equivalent, or 3+ years’ experience as Executive Assistant.
• Intermediate computer skills including MS Suite of products, particularly Outlook, Word, Excel and PowerPoint. Typing of 70+ words per minute.
• Ability to conduct virtual business effectively.

Preferred Qualifications

• Advanced computer skills; familiarity with productivity/project management software such as Asana.
• Talented project manager.
• Skilled at background research.

Professional Competencies

• Strong project management, communication, and interpersonal skills and ability to partner with other department leaders to ensure a collaborative and efficient work environment for the CEO and Executive Team.
• Ability to work collaboratively with co-workers, supervisors, volunteers and other representatives within the organization.
• Demonstrated ability to exhibit flexibility and adapt well to change.
• Time management skills to handle multiples tasks efficiently and accurately.
• Ability to work independently and effectively problem-solve to resolve issues efficiently and rationally.
• Ability to compose correspondence and proofread with high level of attention to detail, excellent spelling, grammar, punctuation, form and style.
• Strong negotiation skills, independent judgment, and ability to work effectively under pressure due to conflicting job demands.
• Tech-savvy and resourceful, able to identify, learn, and leverage digital tools to optimize workflow and resolve issues efficiently.
• Self-starter and problem-solver who approaches new challenges with curiosity.
• Commitment to the mission, goals, and philosophy of Planned Parenthood of Southwestern Oregon.