Executive Assistant - Concord, CA (On-Site)

Hercules, CA, United States

Planned Parenthood Northern California (PPNorCal) is seeking an Executive Assistant for our Concord Administration Office. This role is full-time, 40 hours per week. PPNorCal provides a comprehensive benefits package including 100% employer paid medical insurance for the employee, 50% employer paid medical insurance for dependent children, dental and vision coverage, employer paid life and long-term disability insurance, 15 days of paid time off to start, 10 paid holidays, and a 403(b) retirement plan with 4% employer match.

SUMMARY The Executive Administrative Assistant provides efficient, dedicated, high-quality administrative and clerical support to the Chief Administrative Officer (CAO), the Chief Financial Officer (CFO), and the Chief Operating Officer (COO). Provides dedicated administrative and clerical support to the Manager of Executive and Board Affairs as requested.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Responsible for providing primary high-level administrative support to the CAO, CFO and the COO. This includes scheduling meetings, assistance with presentations, and all other routine administrative needs.

Coordinates and executes routine, ongoing, long-term, and seasonal administrative tasks, and special projects.

Draft, review, copy, and file confidential documents and organizational correspondence for the executives.

Aid executives through their schedules and help with any personal tasks, including reserving meeting rooms.

Prioritize conflicting needs and proactively addressing impediments.

Maintain the executive’s calendar, appointments, and daily schedules. This includes scheduling department meetings for each business unit.

Manage all travel arrangements for CAO, CFO and COO.

Reconcile monthly credit card reports and executive expense reports.

Frequent management of confidential information and interaction with leadership requires poise and polished communication skills.

Creates and revises letters, reports, and other documents as assigned using intermediate/advance skills with Microsoft Word, Excel, PowerPoint and Adobe Pro software.

Coordinates vital communications within and between the administrative staff and health centers/regional offices.

Understands and proactively prepares what is needed for meetings, consulting with the CAO, CFO, and COO when needed.

Greets and assists guests and other visiting staff while assuring adherence to safety and security protocols.

Interacts with internal and external customers, partners, and contacts disseminating appropriate information, handling inquiries, and resolving concerns.

Provides dedicated administrative and clerical support to the Manager of Executive and Board Affairs, and CEO as requested, including scheduling of meetings, travel arrangements, Board related tasks and communications.

Schedules and coordinates meetings, training sessions, staff activities, and other department and organization events (includes ordering/setup/clean-up of refreshments for meetings).

Acts as backup receptionist as needed.

Runs errands as necessary.

Maintains a Standard Operating Procedure (SOP) document for all regular processes.

Active participation in the advancement of PPNorCal’s Diversity, Equity, and Inclusion commitment.

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.

EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED) required. AA degree or equivalent from two-year college or technical school preferred; four years plus administrative experience with prior experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

COMPUTER SKILLS To perform this job successfully, an individual must have proficient knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Pro.

PROTECTED HEALTH INFORMATION (PHI) ACCESS REQUIREMENT Access to PHI under certain conditions as specified by PPNorCal.

CERTIFICATES, LICENSES, REGISTRATIONS Must have reliable automobile transportation and a valid California Driver's License and insurance.

OTHER SKILLS, ABILITIES, QUALIFICATIONS Excellent telephone manner and customer service communication skills: helpful, friendly and courteous in all interactions with internal and external customers.

Good communication (verbal and written), spelling, grammar, punctuation, proofreading and time management skills.

Type 50 wpm accurately and with excellent proofreading skills.

Ability to prioritize and manage multiple tasks and projects independently, with accuracy, attention to detail, confidentiality and minimal supervision.

Good organizational and interpersonal skills.

Proven ability to exercise tact and diplomacy, show initiative, and be a team player.

Proactively manage and carry out duties and responsibilities within Administration that will enhance and/or result in more effective and efficient office operations, including development of operational processes and systems within the area of responsibilities.

Ability to work well under pressure and successfully meet deadlines. Ability to be effective and flexible in stressful situations (i.e., unexpected problems, tight deadlines, security related issues).

Familiarity with standard office equipment and machines (fax, copier, postage meter, etc.).

Commitment to and consistent application of the highest quality internal and external customer service.

Pay Range: Planned Parenthood Northern California (PPNorCal) supports California’s new law (SB 1162) enhancing pay transparency. This new law requires employers with 15 or more employees to include a pay range in job postings. The pay range reflects the compensation that a new employee can expect to receive if offered employment. Employees with more experience, education, and other qualifying factors may be compensated at a higher rate of pay. The pay range for this position is: $75,000 - $80,000 annualized salary.

Planned Parenthood Northern California is an equal opportunity employer and works affirmatively to include diversity among its staff and does not discriminate on the basis of race, color, ethnicity, religion, sex, gender identity, sexual orientation, national origin, age, disability, income, marital status, or any other irrelevant dimension of diversity. PPNorCal values collaboration between employees of diverse backgrounds and experiences.

We provide healthcare and education services to 137,000 adults and youth every year at 17 health centers located throughout 20 Northern California counties. Planned Parenthood Northern California offers high-quality, affordable health care to all, regardless of income, insurance, or immigration status. We care. No matter what!

Our experienced and caring medical staff gives each patient honest information and personal attention. We provide a full range of services, including birth control, breast exams, cancer screenings, medication and in-clinic abortion, pregnancy testing and counseling, prenatal care, PrEP, and nPEP to prevent HIV infection, STD screening and treatment, vasectomy and infertility services, gender-affirming hormone therapy, and more.

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