Executive Assistant

Planned Parenthood of Tennessee and North Mississippi; Memphis (TN); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical benefits

Dental/Basic Life/AD&D

401(k) plan

PTO 15 days + holidays

Vision coverage

Job summary

Planned Parenthood of Tennessee and North Mississippi is seeking an Executive Assistant to provide on-site administrative support to the Chief Clinical Officer for PPTNM's four health centers in Memphis, Nashville, and Knoxville.

The role requires five-day on-site work, attention to detail, strong communication, and the ability to manage calendars, meetings, travel, and reporting while upholding the organization's mission and values.

Qualifications

• BS or BA degree or equivalent work experience.
• At least three years of experience in an administrative support capacity.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy in work is critical.
• Strong organizational and computer skills, including MS Word and MS Excel.

Responsibilities

• Monitor and coordinate executive calendars for CCO.
• Schedule and coordinate meetings, appointments, and travel for the CCO.
• Process travel expense reports for CCO.
• Ensure deadlines are met; assist with tasks necessary to meet deadlines.
• Prepare memoranda for the department regarding policies, procedures, and other issues as instructed by the CCO and establish and maintain a filing system for department communication.
• Handle confidential matters.
• Serve as communication liaison for the department—routing critical requests and helping establish executives’ priorities.
• Plan department events including negotiation with outside vendors as necessary.
• Run basic reports from patient database and prepares data presentations to assist with decision‑making, grant reports, quality reports and ad hoc reporting requests.
• Responsible for reminding of upcoming expiring licensure for employed licensed staff.
• Conserve executive time by assisting with email correspondence, drafting internal and external communications, collecting and analyzing information, dealing with logistics, and returning and scheduling phones calls and meetings.
• Attends meetings, takes notes, and delivers meeting minutes with action items to team members.
• Perform other duties as assigned to meet the goals of the department.
• Adhere to Planned Parenthood code of conduct, mission and values.

Job description

POSITION TITLE: Executive Assistant

DEPARTMENT: Office of the CCO

REPORTS TO: Chief Clinical Officer (CCO)

STATUS: Non-exempt/Hourly

About Pptnm

Planned Parenthood of Tennessee and North Mississippi is one of Tennessee's oldest and largest private, non‑profit health care agencies. For over 75 years, PPTNM has remained committed to providing high‑quality, affordable reproductive services and education throughout Tennessee, north Mississippi, and parts of Arkansas and Kentucky. We have four health center locations in Tennessee: Memphis, Nashville and Knoxville.

Our mission is to improve health and well‑being by providing high‑quality, nonjudgmental sexual health care, honest and accurate sexuality education, and reproductive health and rights advocacy.

Covid Vaccination Requirement For Candidates Seeking Employment

PPTNM, as both a healthcare provider and a participant of Medicare/Medicaid, is subject to certain laws, regulations and orders requiring its workforce to be fully vaccinated against COVID-19 and its variants. PPTNM has therefore implemented a requirement that all employees be fully vaccinated. Candidates seeking employment with PPTNM will be required to: (1) be fully vaccinated against COVID-19 and its variants by their start date. Reasonable accommodations will be considered on a case‑by‑case basis for exemptions to this requirement in accordance with applicable law, and (2) submit proof of vaccination by their start date as a condition of employment with PPTNM.

Job Summary

The Executive Assistant is responsible for day‑to‑day administrative support for the PPTNM CCO which operates four health centers in Memphis, Nashville, and Knoxville.

• This role is an on‑site role five (5) days a week.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Monitor and coordinate executive calendars for CCO
• Schedule and coordinate meetings, appointments, and travel for the CCO
• Process travel expense reports for CCO
• Ensure deadlines are met; assist with tasks necessary to meet deadlines
• Prepare memoranda for the department regarding policies, procedures, and other issues as instructed by the CCO and establish and maintain a filing system for department communication
• Handle confidential matters
• Serve as communication liaison for the department—routing critical requests and helping establish executives’ priorities
• Plan department events including negotiation with outside vendors as necessary
• Run basic reports from patient database and prepares data presentations to assist with decision‑making, grant reports, quality reports and ad hoc reporting requests
• Responsible for reminding of upcoming expiring licensure for employed licensed staff
• Conserve executive time by assisting with email correspondence, drafting internal and external communications, collecting and analyzing information, dealing with logistics, and returning and scheduling phones calls and meetings
• Attends meetings, takes notes, and delivers meeting minutes with action items to team members
• Perform other duties as assigned to meet the goals of the department
• Adhere to Planned Parenthood code of conduct, mission and values

Job Requirements

EDUCATION: BS or BA degree or equivalent work experience required

EXPERIENCE: At least three year's experience in an administrative support capacity.

Knowledge, Skills, And Abilities For This Position

• Alignment with the mission and values of Planned Parenthood.
• Able to demonstrate behaviors that represent the Affiliate’s Workplace Values.
• Attention to detail and accuracy in work is critical.
• Excellent written and verbal communication skills.
• Excellent organizational skills.
• Strong organisational and computer skills, including MS Word and MS Excel.
• Must be an effective time manager, able to work without direct supervision, and demonstrate sound judgment and decision‑making skills.
• Must be able to interface positively with staff, donors, supporters, and volunteers.
• Possession of integrity, energy, and enthusiasm.
• Accepts a flexible work schedule including occasional weekend and evening hours as necessary.
• Must be able to drive with valid license and insurance and lift and carry 25lbs. unassisted.

Compensation/Benefits Program

• Competitive base salary commensurate with experience
• 100% Employer paid Medical, Dental, Basic Life/AD&D, STD, LTD (Employee Only Coverage)
• Voluntary Vision, “Buy-Up” options on Basic Life, Spouse, & Dependent
• 401(k) plan with matching opportunity
• Plum Benefits & Pet Insurance
• Starting PTO of 15 vacation days within first year (pro‑rated based on start date), 2 Floating Holidays and 10 Paid Holidays

This job description is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with this position. While intended to be an accurate reflection of the current job, management reserves the right to review and change this description as needed to maintain business goals and accomplishments. Job descriptions are reviewed periodically. This job description is not a contract.

Non-discrimination Statement/Acknowledgement

Planned Parenthood of Tennessee and North Mississippi does not discriminate on the basis of race, color, religion, sex, sexual orientation, national origin, age, marital status, veteran status, citizenship, disability, atypical hereditary cellular blood trait, genetic predisposition or carrier status or any other characteristic protected by applicable law. PPTNM will make reasonable accommodations in compliance with Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act of 1990; and any subsequent revisions or additions to related law/regulations.

Employees are expected to perform duties as assigned and directed by management.

E-verify Participation

PPTNM participates in E-Verify and will provide the federal government with your form I-9 information to confirm that you are authorized to work in the U.S.