Executive Assistant to CEO

Description

The Executive Assistant to the CEO (EA) manages all CEO, Board, committee, and executive logistics by providing confidential, high-level executive and administrative support to the CEO and Board of Directors. Reporting to the Associate Vice President for Strategic Initiatives, Planning, and Governance (AVP SIG), the EA is responsible for Board and Committee communication, engagement, and functions and enhances the President & CEO’s effectiveness by providing support and coordinating the work and schedule of the President & CEO. 

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 project management, attention to detail, and organizational skills are critical to this position. 

The EA must be able to commit to a minimum of 2-3 days on site at PPMW’s DC office per week and occasionally be available to work during nights and weekends to accommodate special events. 

Requirements

 CEO Support:

1. Manages logistics for the CEO including but not limited to: maintaining appointment schedule by planning and scheduling meetings, appointments, and speaking engagements. Proactively resolves calendar conflicts as they arise. 
2. Manages the creation of agendas, itineraries, directions and speaker notes to the CEO for meetings, appointments, and speaking engagements. 
3. Coordinates all physical arrangements, meeting materials, catering, and IT tests to ensure equipment is functional for all CEO meetings, including Executive Team meetings.
4. Coordinates with the Development Department to maximize the time spent by the President & CEO with donors and community leaders within PPMW’s service area.
5. Coordinates CEO travel. 
6. Monitors CEO expenses and mileage, and submits requests for reimbursement as needed. 
7. Completes reconciliation of the CEO and Executive Offices’ business credit card in a timely manner.
8. Prepares expense reports of CEO’s credit card expenditures for Board Treasurer approval on a quarterly basis. 
9. Processes, submits, and tracks expenses, reimbursements, and invoices for the Executive Office.
10. Provides presentation support including but not limited to developing and editing presentations using PowerPoint, Google Slides, and other mediums.
11. May provide administrative support to other members of the Executive Team as requested by CEO, including travel arrangements, conference registration, and other tasks as requested. 

Board Affairs Responsibilities:

1. Serve as a liaison between the Board and staff, ensuring that Board members have the information they need to effectively represent the Planned Parenthood mission in the community and make informed decisions about the future of the organization.
2. Coordinate functions to ensure maximum efficiency, productivity, and high performance for the Board and committees; coordinate all Board and committee meeting communications and logistics as set forth in corporate Bylaws.
3. Coordinate and arrange Board and committee meetings including notification of meetings, preparing agendas and minutes in coordination with AVP SIG, distributing meeting materials, and leading logistical arrangements.
4. Schedule meetings and conference calls. Coordinate all physical arrangements, meeting materials, catering, and IT tests to ensure equipment is complete and functional for Board, committee, staff, and other meetings.
5. Effectively manage multifaceted department logistics and calendars for meetings and conferences, including travel and catering as needed.
6. Plan and coordinate Board member travel to appropriate PPFA and other conferences.
7. Organize and maintain Board records including board candidates, current member attendance, individual Board member participation, etc.
8. Develop content and manage logistics for annual new Board Member Orientation. 
9. Build relationships with Board members to ensure that their talents and skills are being well utilized.
10. Work with Board Chair, President & CEO, and AVP SIG to determine appropriate committee assignments for Board members.
11. Work with President & CEO, Board Chair, and AVP SIG to plan Board education opportunities such as financial workshops, issues discussions, etc.
12. Ensure compliance standards are maintained.
13. Collect and maintain official agency records, Board materials and PPFA materials in compliance with Federation requirements. 

General Administrative Duties: 

1. In addition to supporting the CEO, the EA also manages the Chief External Relations Officer’s calendar, including: maintaining appointment schedule by planning and scheduling meetings, appointments, and speaking engagemen