Manager, Executive Office & Board Affairs

Position Summary: Acts as true right arm of the President & CEO, in addition to general administrative/personal duties, which includes extensive calendar, meeting and travel management. Performs a variety of complex administrative functions and manages administrative projects in support of the President & CEO and the Board of Directors.   Essential Functions:  Executive Office Manager·         Ensures a high performance, customer service-oriented work environment that reflects affiliate values and supports achieving the organization’s mission, goals and objectives.·         Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of sound independent judgment; reviews, prioritizes and routes incoming correspondence.·         Maintains appointment calendars, schedules and coordinates meetings, screens requests for the President & CEO’s time, and assists them with effective time management.  Ensures that the President & CEO has required background information and materials in advance of all meetings.·         Regularly drafts routine and non-routine correspondence for own or President & CEO’s signature. Proofreads materials for accuracy, completeness and compliance with the organization’s standards, policies and procedures, including PPFA trademark guidelines.·         Serves as communications hub for work of President & CEO within the affiliate and within the communities served.·         Schedules all appointments and conference calls with little or no direction and determines availability of participants.·         Coordinates planning and logistical arrangements for internal and external conferences and other meeting events.  Informs attendees/participants of meeting logistics; arranges for teleconferencing equipment and other equipment needs, and refreshments, as needed. Collects agenda items and prepares agenda.·         Researches and assembles information from a variety of sources for the preparation of records and reports; organizes and maintains office files; and may conduct special studies.·         Operates key office equipment such as photocopiers, facsimile machines, scanners, telephones, and computers.  Provides required support related to key office equipment.·         Maintains and updates online content for PPHP Intranet and Leadership Team Intranet.·         Prepares documents and presentations to final format from draft, handwritten, or dictated notes.·         Coordinates business itineraries, travel arrangements, conferences, meetings and other business functions, including booking plane flights and train tickets, and providing driving directions.
·         Orders office supplies to maintain sufficient inventory for Executive office use.·         Records submission of documents to PPFA and ensures accreditation documents do not lapse. ·         Advises and prepares communications for President & CEO regarding significant major life events of staff, e.g., birthdays, illnesses, births, etc.·         Serves as primary liaison to affiliate’s regular off-site meeting venue; schedules all meetings at Temple Beth El; tracks expenses; ensures prompt payment; and that requests for certificates of insurance are fulfilled. Board Affairs Manager:·         Serves as facilitator to the President & CEO and members of the Board of Directors.·         Communicates with the membership and leaders of the organization; displays co-operative behavior.·         Coordinates and facilitates meetings and logistics of the Board of Directors.  Attends and takes minutes of meetings, both in the office and at other locations, including committee or task force meetings.·         In conjunction with the President & CEO, schedules and organizes educational sessions of Board Meetings, including webinars and the annual Board Retreat.·         Under the direction of the President & CEO, coordinates new Board Member orientation programs, including scheduling annual program, preparing orientation materials, preparing power point presentations, scheduling tour of a health center, coordinating catering, assuring all AV equipment is secured and working, etc.·         With the President & CEO, coordinates, creates ad hoc agendas for, participates in and facilitates meetings of the Board and assigned Committees of the Board.·         Prepares / develops board packets; recommends changes as necessary; photocopies packets and posts materials to the Board Intranet.·         Ensures timely preparation and distribution of Board meeting packet