Executive Office Coordinator

Planned Parenthood; Pasadena (CA); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401k matching

Premium CALM account

Holidays

Paid time off

Job summary

Planned Parenthood Pasadena and San Gabriel Valley (PPPSGV) is seeking an Executive Office Coordinator to provide confidential administrative support for the Executive Office and External Affairs departments. The role requires strong organization, attention to detail, and the ability to manage multiple priorities with professionalism.

Primary duties include scheduling, expense reporting, travel coordination for senior leaders, and participation in coordinating board and committee meetings.

Qualifications

• High School level education and above are welcomed to apply.
• Experience in nonprofit or office admin support preferred.
• Strong scheduling and Microsoft Office proficiency required.
• Ability to manage multiple assignments with tight deadlines in a fast-paced environment.

Responsibilities

• Support scheduling, expense reports, and general admin needs across Exec Office and External Affairs.
• Assist with Salesforce data entry and intranet updates.
• Coordinate travel for VP of Advocacy & Equity and VP of Communications and Marketing.
• Provide administrative and project management support for ad hoc projects.
• Support with board meetings, including scheduling, door coverage, and meal setup.
• Support for Executive Office operations in the absence of the M of EBA.
• Coordinate external meetings, webinars, events, and vendor logistics.

Skills

Microsoft Office

Microsoft Outlook

Salesforce

SharePoint

Microsoft Teams

Travel coordination

Data entry

Communication

Education

High School diploma or higher

Tools

Salesforce

SharePoint

Microsoft Teams

Outlook

Job description

Founded in 1933 by Pasadena residents dedicated to women's health, PPPSGV is not only among the oldest of Planned Parenthood affiliates—we're also one of the fastest growing. Today, we see over 60,000 patient visits per year and deliver over 15,000 opportunities for sex and relationship education in our schools and colleges.

Planned Parenthood Pasadena and San Gabriel Valley (PPPSGV) is an affiliate or member of Planned Parenthood Federation of America (PPFA) – one of 67 across the country. PPPSGV provides on-the-ground reproductive health care, health education and advocacy for localpeople across Pasadena and the San Gabriel Valley.

PPFA is a national organization and does not provide direct medical services in local communities, but serves as a resource for policymakers, media and health care providers. PPFA does set medical standards for all Planned Parenthood affiliates in the United States and, in so doing, ensures the high quality healthcare offered by its affiliates.

The local and national organizations conduct independent fundraising campaigns, but work to coordinate these efforts.

To learn more about us, please click on the links below:

About Us | Planned Parenthood Pasadena and San Gabriel Valley, Inc.

Annual Reports | Planned Parenthood Pasadena and San Gabriel Valley, Inc.

The Executive Office coordinator provides confidential administrative support to facilitate the operations of the Executive Office and External Affairs departments, including coordination and support of departmental logistics. This position will spend fifty percent of time supporting the Executive Office, and fifty percent supporting External Affairs. 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. Advanced administrative function, attention to detail, and organizational skills are critical to this position.

As an Executive Office Coordinator, you will save lives while you:

General Support

• Provides support on scheduling, expense reports and general administrative needs across the Executive Office and External Affairs departments.
• Support with Salesforce data entry
• Maintain and update Intranet for Exec Office and External Affairs Departments
• Coordinate travel arrangements for VP of Advocacy & Equity and VP of Communications and Marketing, such as booking flights, cars, and making hotel reservations
• Provides administrative and project management support for ad hoc projects of the Executive Office and External Affairs Department, as approved by the M of EBA
• Supporting access to abortion care and helping reduce abortion stigma are essential duties of every role at PPPSGV and are integral to advancing our mission.

Exec Office

• Manage President & CEO’s calendar as directed by Manager of Executive & Board Affairs (M of EBA) via Microsoft Outlook
• Schedule President & CEO’s internal and external meetings as directed by M of EBA
• Coordinate travel arrangements for President & CEO such as booking flights, cars, and making hotel reservations
• Support onsite with in-person meetings, and conference calls.
• Support with board meetings, including scheduling, door coverage, and meal set up.
• Provides preparatory and on-site assistance for execution of meetings including: managing meeting set up, break down, and all other room, presentation, and materials set-up as needed.
• Coordinate logistics for board and committee meetings with M of EBA
• Support Executive Office operations in the absence of the M of EBA

External Affairs

• Support with in-person External Affairs quarterly meetings, including meeting coordination, tech support, room booking, ordering food (if needed)
• Work with all people and departments to coordinate internal and external meetings, webinars, events, etc. in support of External Affairs initiatives including vendor coordination, logistics, budget tracking
• Occasional pickup and drop off of branded materials to health centers
• Support with the coordination and processing of swag orders, and monitor the swag closet and re-order supplies as needed
• Support volunteer program operations in the absence of the Manager of Volunteer Programs
• Occasional support of volunteer coordination and external activities
• Support with in-person and virtual Planned Parenthood Advocates Pasadena & San Gabriel Valley meeting logistics including technology and door management

Other

Knowledgeable on all Planned Parenthood Pasadena & San San Gabriel Valley safety and security protocols

Comply with PPPSGVs Code of Conduct and maintain the highest level of professional and ethical standards and act in compliance with both the letter and spirit of all applicable laws and regulations

Commitment to and support for the mission and goals of Planned Parenthood, including but not limited to, increasing access to abortion and decreasing abortion stigma

Other duties and responsibilities as assigned

We are looking for the following:

Education

• High School level education and above are welcomed to apply

Experience

• Non-profit or office setting in an administrative support role preferred
• Managing schedules and strong experience with Microsoft Office
• Managing multiple assignments/projects and conflicting priorities with the pressure of short, demanding deadlines in a fast-paced environment

Other

• Work occasional evenings and weekends for meetings and events.
• Excellent attention to detail required; a natural affinity and enjoyment for detailed-oriented work preferred.
• Proficiency in Microsoft Office Suite
• Experience using and coordinating Microsoft Teams and/or other online presentation delivery tools.
• Enter and manage information in databases; Salesforce and Sharepoint experience preferred
• Has reliable transportation and ability to visit multiple PPPSGV sites in a day
• Excellent organizational and critical thinking skills.
• Adept at learning new software and online tools.
• Excellent keyboarding skills with high level of accuracy required
• Work independently and as part of a team
• Demonstrated excellent verbal and written communication and interpersonal relationship skills with internal and external stakeholders
• Maintain organizational files and daily projects in a systematic manner
• Prioritize daily, weekly and monthly projects and to meet deadlines
• Discrete and trustworthy in the handling of confidential information and documents
• Commitment to learning and expanding skills; true compassion for others
• Commitment to quality healthcare
• Excellent customer service and commitment to providing the highest level of customer satisfaction
• Commitment to personal and/or organizational Diversity, Equity and Inclusion work, including the proficiency and/or strong willingness to use non-binary pronouns

$25 - $30 an hour

The hiring rate for this position is: $25- $30/hour + Medical, Dental, Vision, 401k Matching Program, Premium CALM account, holidays, paid time off, and more!

PPPSGV is committed to fostering an inclusive and diverse workplace. We offer a series of workshops during employee onboarding and throughout the year. We also provide additional opportunities to get involved in our diversity, equity, and inclusion (DEI) work through various task forces, conferences, and staff retreats.

We are a prominent team of passionate health experts who adhere to the highest standards as we collaborate and care for people without judgment. As we stand in solidarity with communities of color, we demand greater diversity, equity and inclusion (DEI) within our organization.

Join our team and be part of a powerful movement to shape the future of sexual and reproductive health!

We are Planned Parenthood Pasadena & San Gabriel Valley! (youtube.com)

Careers at PPPSGV | Planned Parenthood Pasadena & San Gabriel Valley

All qualified applicants with arrest or conviction records will be considered for employment in accordance with applicable laws, including the Los Angeles County Fair Chance Ordinance for Employers, the Los Angeles Fair Chance Initiative for Hiring, and the California Fair Chance Act. Background check will be required.

Planned Parenthood Pasadena & San Gabriel Valley is an Equal Opportunity Employer.