Executive Assistant to the Chief People & Culture Officer
New York, NY /
Office of the EVP & Chief Operating Officer (COO) – People & Culture /
Full Time - Non-Union
/ Hybrid
Planned Parenthood is the nation’s leading provider and advocate of high-quality, affordable sexual and reproductive health care for all people, as well as the nation’s largest provider of sex education. With more than 600 health centers across the country, Planned Parenthood organizations serve all patients with care and compassion, with respect, and without judgment, striving to create equitable access to health care. Through health centers, programs in schools and communities, and online resources, Planned Parenthood is a trusted source of reliable education and information that allows people to make informed health decisions. We do all this because we care passionately about helping people lead healthier lives.
Planned Parenthood Federation of America (PPFA) is a 501(c)(3) charitable organization that supports the independently incorporated Planned Parenthood affiliates operating health centers across the U.S. Planned Parenthood Action Fund is an independent, nonpartisan, not-for-profit membership organization formed as the advocacy and political arm of Planned Parenthood Federation of America. The Action Fund engages in educational, advocacy, and electoral activity, including grassroots organizing, legislative advocacy, and voter education.
Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (PPAF) seek a dynamic and agile P&C Manager. This job reports to the Chief People & Culture Officer (CPCO) in the People & Culture (P&C) Division of PPFA. The People & Culture division is a critical partner focused on delivering a progressive people agenda that attracts, develops, and retains top talent and engenders a culture that is a great place to work for all. This position supports all administrative and daily needs of the CPCO in collaboration with the P&C Leadership Team.
Purpose:
The Executive Assistant / People & Culture Manager primarily supports the day-to-day administrative needs of the Chief People & Culture Officer. They provide administrative staffing, scheduling, and meeting management, and help to manage or support key project and program work that is owned by the CPCO. This role partners with P&C leaders and staff to ensure all administrative functions run smoothly and efficiently to support the high-level responsibilities of the CPCO and the P&C teams. This role will be responsible for managing and supporting the end-to-end delivery of People & Culture org-wide events and initiatives in collaboration with other P&C team members and/or org-wide stakeholders.
Delivery:
●This position is responsible for maintaining, organizing, coordinating, creating, developing and challenging projects and program work that is owned by the CPCO. This role will:
● Ensure effective and efficient internal and external meetings/training by preparing clear agenda items and ensuring all expected outcomes have been met
●Draft written correspondence and other documents, as applicable
● Partner with other administrative staff to coordinate and prepare for meetings including, but not limited to drafting meeting agendas; reserving meeting rooms; physically setting up rooms; setting up video conferencing or presentation equipment; taking meeting minutes; and escorting guests
●Process budgetary items, such as invoicing, preparing pay orders, tracking expenditures, and organizing vendor documents
● Submit travel-related requests, prepare travel itineraries, and travel meeting agendas, prepare briefing materials, and reconcile travel expense reports, in a timely fashion.
● Maintain the National HR calendar to ensure we are proactively planning for any key events and deadlines
● Manage the Chief People & Culture Officer (CPCO)’s Calendar on a daily basis. Ensure the CPCO is prepared for all appointments in advance (i.e., materials, driving/parking directions, reservation confirmations, etc.)
● Assists with special projects; designs and produces complex documents, reports and presentations as needed
●Develop work plans and manage projects within and across teams to ensure timely delivery
● Maintain technological platforms such as the P&C intranet, shared drive, and project management tools
Engagement:
●This role will work closely with the CPCO and the P&C department in addition to engaging with org-wide admins and executive-level stakeholders across PPFA. This role will:
● Anticipate internal and external customer expectations; establish and maintain effective relationships with colleagues – garnering trust and respect
● Advise on optimal organization/delivery of service from the
CPCO and/or P&C staff, identifying issues that affect the capacity to meet client/stakeholder needs
● Advise on the optimal approach to project design/delivery, as needed
●Independently engage stakeholders across all levels of PPFA National office to engage around key initiatives and provide training on the design and delivery of services
●Train new team members on departmental processes and projects
Knowledge, Skills and Abilities (KSAs):
● Minimum of four (4) years of experience providing administrative support to Execs in a non-profit setting. Experience working in HR is a plus.
● Ability to recognize and respond to problems with potential solutions in a highly professional, confidential and sensitive manner.
● Strong interpersonal skills.
● Excellent analytical skills with sharp attention to detail and the ability to meet critical deadlines.
● Self-directed and can work alone or in a team.
● Demonstrated ability to maintain confidential information
● Ability to work under pressure on multiple projects concurrently and meet deadlines in a fast-paced work environment with frequent interruptions and changing priorities.
● Work independently as well as collaboratively within a team environment.
● Handle stressful situations and provide a high level of customer service in a calm and professional manner.
● Establish and maintain effective working relationships.
● Commitment to advancing race(+) equity in one's work: interest in expanding knowledge about the role that racial inequity plays in our society.
● Awareness of multiple group identities and their dynamics; bring a high level of self-awareness about personal identity, empathy, and humility to interpersonal interactions.
●Commitment to Planned Parenthood's In This Together service ethos, workplace values, and service standards.
● Ability to work collaboratively and flexibly with a dynamic, fast-moving team, completing multiple tasks with poise, accuracy, and confidence.
● Strong organizational, analytical, and problem-solving skills
●Strong oral and written communication skills
● High proficiency in Google products
● Flexibility and ability to adapt to quickly changing priorities and ambiguous situations
● Commitment to PPFA’s mission and diversity, equity, and inclusion, particularly surrounding race equity
● A deep commitment to Planned Parenthood’s mission of promoting Sexual and Reproductive Health
Travel:
●10% and/or as needed
$85,000 - $90,000 a year
Final offers for this job will be based on capabilities and will be made within the parameters of the PPFA compensation program. Total offer package to include generous vacation + sick leave + paid holidays, individual/family provided medical, dental and vision benefits effective day 1, life insurance, short/long term disability, paid family leave and 401k. We also offer voluntary opt-in for Flexible Spending Account (FSA) and Transportation/Commuter accounts.
We value a truly diverse workforce and a culture of inclusivity and belonging. Our goal is to attract qualified candidates and encourage applications from all individuals without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. We're committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.
PPFA participates in the E-Verify program and is an Equal Opportunity Employer.
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*PDN-HR
All roles that are denoted as NYC, DC, or both will be on a hybrid schedule, requiring 2-3 days per week in the office.
