Executive Assistant
About The Position
Planned Parenthood Columbia Willamette (PPCW) is hiring an Executive Assistant to support our Chief Medical Operating Officer (CMOO) and Organizational Leadership Team. This role provides high-level administrative and operational support that enables leadership to focus on strategic priorities, patient care, and organizational impact. You'll serve as a trusted partner to senior leaders, helping coordinate complex projects, manage competing priorities, and ensure critical work moves forward. At PPCW, you'll be part of a mission-driven organization committed to expanding access to sexual and reproductive health care while supporting teams that provide compassionate, high-quality care throughout Oregon and Southwest Washington. The Executive Assistant serves as a trusted partner to the Chief Medical Operating Officer while also providing administrative and project support to leaders across the organization. Approximately 70% of the role is dedicated to supporting the CMOO and Patient Services leadership team, with the remaining time supporting members of the Organizational Leadership Team on key organizational initiatives, scheduling, travel coordination, and executive-level administrative functions. This role goes beyond calendar management and scheduling. You'll help coordinate leadership priorities, manage departmental workplans, prepare presentations and reports, support leadership meetings, track organizational initiatives, and handle sensitive information with professionalism and discretion. The ideal candidate is highly organized, proactive, adaptable, and comfortable working independently in a fast-paced environment where priorities can shift quickly.
Requirements
- High school diploma or equivalent
- Four years of administrative support experience or an equivalent combination of education and experience
- Advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
- Exceptional written and verbal communication skills
- Strong organizational skills and ability to manage multiple competing priorities
- Demonstrated ability to handle sensitive and confidential information with discretion
- Ability to work independently while collaborating effectively across teams
Nice To Haves
- Associate's degree or higher in Business Administration or a related field
- Experience with Asana, Smartsheet, or similar project management tools
- Experience with SharePoint, OneDrive, or similar document management systems
- Experience supporting senior executives or leadership teams
- Healthcare, nonprofit, or mission-driven organization experience
Responsibilities
- Managing complex calendars, meetings, and travel arrangements for senior leaders
- Preparing agendas, taking meeting minutes, tracking action items, and supporting follow-through
- Coordinating departmental workplans and monitoring project progress
- Creating and refining presentations, reports, newsletters, and leadership communications
- Researching and compiling information to support decision-making and strategic initiatives
- Managing confidential information related to personnel, operations, and organizational matters
- Supporting Organizational Leadership Team members with scheduling, travel, expenses, and meeting coordination
- Identifying opportunities to improve workflows, processes, and organizational effectiveness
Benefits
- Paid time off (up to 4 weeks, increases over time)
- 9 paid holidays
- Medical, dental, and vision insurance for eligible employees
- 403(b) retirement plan with employer matching contributions
- Free, confidential counseling and support (EAP)
- Ongoing professional development and learning opportunities
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
High school or GED
