Executive and Board Affairs Coordinator

PLANNED PARENTHOOD SHASTA-DIABLO•Concord, CA

17h•$73,960 - $95,000•Onsite

About The Position

The Executive and Board Affairs Coordinator provides efficient, dedicated, high-quality administrative and clerical support to the Executive Team. Provides dedicated administrative and Board and Board Committee meeting and governance support to the Manager of Executive and Board Affairs.

Requirements

High school diploma or general education degree (GED) required.
AA degree or equivalent from two-year college or technical school preferred; four years plus administrative experience with prior experience and/or training; or equivalent combination of education and experience
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
Proficient knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Pro
Access to PHI under certain conditions as specified by PPNorCal
Must have reliable automobile transportation and a valid California Driver's License and insurance
Excellent telephone manner and customer service communication skills: helpful, friendly and courteous in all interactions with internal and external customers
Good communication (verbal and written), spelling, grammar, punctuation, proofreading and time management skills
Type 50 wpm accurately and with excellent proofreading skills
Ability to effectively assist with the preparation of agendas, documents, and minutes for Board and Committee meetings
Must be able and willing to travel to all affiliate locations to carry out executive and Board affairs duties
Experience working with diverse groups, i.e., staff, Board members, donors, elected officials, volunteers, and external contacts
Ability to prioritize and manage multiple tasks and projects independently, with accuracy, attention to detail, confidentiality and minimal supervision
Good organizational and interpersonal skills
Proven ability to exercise tact and diplomacy, show initiative, and be a team player
Proactively manage and carry out duties and responsibilities within Administration that will enhance and/or result in more effective and efficient office operations, including development of operational processes and systems within the area of responsibilities
Ability to work well under pressure and successfully meet deadlines.
Ability to be effective and flexible in stressful situations (i.e., unexpected problems, tight deadlines, security related issues)
Familiarity with standard office equipment and machines (fax, copier, postage meter, etc.)
Commitment to and consistent application of the highest quality internal and external customer service

Nice To Haves

AA degree or equivalent from two-year college or technical school preferred

Responsibilities

Responsible for providing primary high-level administrative support to the Executive Team. This includes scheduling meetings, assistance with presentations, and all other routine administrative needs
Understands and proactively prepares what is needed for meetings, consulting with the Executive Team when needed
Prioritize conflicting needs and proactively addressing impediments
Maintain the executive’s calendar, appointments, and daily schedules. This includes scheduling department meetings for each business unit
Aid executives through their schedules and help with any personal tasks, including reserving meeting rooms and travel arrangements
Draft, review, copy, and file confidential documents and organizational correspondence for the executives
Frequent management of confidential information and interaction with leadership requires poise and polished communication skills
Reconcile Executive Team monthly credit card reports and expense reimbursement reports
Creates and revises letters, reports, and other documents as assigned using intermediate/advance skills with Microsoft Word, Excel, PowerPoint and Adobe Pro software
Coordinates vital communications within and between the administrative staff and health centers/regional offices
Coordinates and executes routine, ongoing, long-term, and seasonal administrative tasks, and special projects
Interacts with internal and external customers, partners, and contacts disseminating appropriate information, handling inquiries, and resolving concerns
Provides dedicated administrative and clerical support to the Manager of Executive and Board Affairs, and Executive Team as requested, including scheduling of meetings, travel arrangements
Assists the Manager of Executive and Board Affairs with the support of Board, Board Committees, and task force meeting coordination, communications, and logistics
Attends Board and select Board Committee meetings and assists with preparing agendas and meeting materials for distribution; preparing minutes; making travel arrangements, and processing expense reports
Schedules and coordinates meetings, training sessions, staff activities, and other department and organization events (includes ordering/setup/clean-up of refreshments for meetings)
Runs errands as necessary.
Maintains a Standard Operating Procedure (SOP) document for all regular processes
Active participation in the advancement of PPNorCal’s Diversity, Equity, and Inclusion commitment