Planned Parenthood of Delaware · 1 hour ago
Executive Assistant
625 N. Shipley St., Wilmington, DE 19801
Full-time
Onsite
Mid, Senior Level
$58K/yr - $65K/yr
5+ years expPlanned Parenthood of Delaware is seeking an Executive Assistant to support the President and CEO and collaborate with the Board of Directors. The role involves managing executive office operations, providing confidential administrative support, and ensuring efficient communication between the CEO and other staff members.
Hospital & Health Care
Responsibilities
Manage executive office operations to ensure maximum efficiency, productivity, and high performance for CEO
Provide confidential administrative support to CEO
Coordinate schedule of President/CEO
Act as a liaison between President/CEO and other staff and/or departments
Generate and edit correspondence for the President, Board of Directors, and Board Committees
Manage the CEO’s administrative details, organizational data files, including confidential correspondence and classified files
Maintain agency contracts files, ensuring they are up-to-date and with a monitoring mechanism in-place to manage renewals, Non-Disclosure Agreements, and Business Associate Agreements
Provide administration and management of agency forms and policies, ensuring current versions are available to staff, and ensuring appropriate electronic storage and archiving
Participate in PPDE’s strategic planning and budgeting processes. Distribute Senior Management Team (“SMT”) meeting agendas, record minutes, and provide for all aspects of meeting management
Manage, maintain, and submit all administrative/board materials needed for Planned Parenthood Federation of America (“PPFA”) accreditation compliance in a timely and complete manner
Manage and coordinate PPFA and consultant site visits
Manage agency office supply ordering ensuring adherence to budget; code and process invoices for payment
Actively participate in affiliate security committee, providing back-up and support to security leads
Process incoming mail and packages per Planned Parenthood security guidelines
Ensure efficient and accurate processing of cash logs
Attend agency fundraising and other special events
Serve as Notary Public
Order meals / arrange for facilities for staff trainings
Make travel arrangements for CEO / Board / staff as requested
Serve as liaison for Board members for information, scheduling or other assistance
Assist CEO in enhancing Board development and relationships by maintaining Board related demographic spreadsheet, Board rosters, mailing lists and other key Board and committee documents
Working with the Nominating Committee, ensure the Board Annual Meetings and the nominating process, including the timely issuance of a Slate and related materials, are conducted as per PPDE Bylaws
Maintain the Board portal, providing assistance and education to board members
Ensure efficient and seamless administrative and clerical support to the Board and its committees including: facility and food arrangements; conference call arrangements; travel arrangements; distribution of materials; phone and email contact; maintenance of records and the taking of meeting minutes
Assist Center Managers and other departments within the affiliate as indicated
Abide by the mission of PPDE
Perform other duties as assigned
Qualification
Required
College degree and/or a minimum of 5 years experience with executive and volunteer support
Ability to define problems, collect data, establish facts, and draw valid conclusions
Ability to multi-task, manage detailed projects and to work effectively under pressure due to conflicting demands
Must be flexible, highly organized, creative and detail-oriented with the ability to set and meet deadlines
Ability to take and develop meeting minutes and write business correspondence
Excellent verbal and written communication skills, including listening and interpersonal relationship communication skills as well as collaboration
Ability to appropriately and professionally interact with a diverse group of staff members and internal and external customers, including Board of Directors, donors, community leaders, etc
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals
Ability to develop and manage a budget, as well as perform cost analysis and cost management
Excellent keyboarding skills with high level of accuracy required
Demonstrated proficiency with Microsoft Office products
Capacity to learn software programs required for specific position and must be able to access electronic communications, including e-mail, Extranet, Intranet and Internet
Demonstrated ability to work in a diverse environment and build productive relationships
Demonstrated ability to effectively work independently and collaboratively as part of a team
Ability to work an irregular schedule which could include some weekends, early mornings and evenings
Possess valid driver's license, automobile insurance and provide own reliable transportation for the performance of agency duties
Ability to meet physical demands including close vision; hearing/listening; clear speech; walking; lifting and carrying up to 25 pounds; shoveling; stooping; kneeling; bending; sitting; standing; and use of hands to finger, handle, feel and use keyboard
Benefits
401(k) matching
Dental insurance
Health insurance
Life insurance
Paid time off
Parental leave
Vision insurance
Company
Planned Parenthood of Delaware
Our mission is to actively promote reproductive health and responsible sexual behavior through the provision of comprehensive high-quality education, counseling, and medical services.
Wilmington, Delaware, US
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
April Thomas-Jones
President and CEO Planned Parenthood of Delaware
Company data provided by crunchbase