Executive Office Coordinator

Planned Parenthood Pasadena and San Gabriel Valley, Inc. • Pasadena, CA

1d • $25 - $30

About The Position

The Executive Office Coordinator provides confidential administrative support to facilitate the operations of the Executive Office and External Affairs departments, spending approximately 50% of their time supporting each. The position coordinates departmental logistics and requires professionalism, flexibility, sound judgment, advanced administrative skills, attention to detail, and strong organizational skills.

The coordinator supports scheduling, expense reports, general administrative needs, Salesforce data entry, intranet maintenance, travel arrangements, and approved projects. For the Executive Office, the position supports the President & CEO's calendar and meetings as directed by the Manager of Executive & Board Affairs, coordinates travel, assists with meetings and conference calls, and supports board and committee meeting logistics and setup. For External Affairs, the position assists with quarterly meetings, events, webinars, vendor coordination, logistics, budget tracking, swag orders, and volunteer program operations as needed.

The role also requires knowledge of organizational safety and security protocols, compliance with the organization's Code of Conduct and applicable laws, and commitment to Planned Parenthood's mission, including increasing access to abortion and reducing abortion stigma. Occasional evening and weekend work is required for meetings and events, as is reliable transportation to visit multiple PPPSGV sites in a day. A background check is required.

Requirements

• High school-level education or above; candidates with this education level are welcomed to apply.
• Experience in an administrative support role in a nonprofit or office setting is preferred.
• Experience managing schedules and strong experience with Microsoft Office.
• Ability to manage multiple assignments and projects, conflicting priorities, and short, demanding deadlines in a fast-paced environment.
• Ability to work occasional evenings and weekends for meetings and events.
• Excellent attention to detail; a preference for detailed-oriented work is noted.
• Proficiency in Microsoft Office Suite.
• Experience using and coordinating Microsoft Teams and/or other online presentation delivery tools.
• Ability to enter and manage information in databases.
• Reliable transportation and ability to visit multiple PPPSGV sites in a day.
• Excellent organizational and critical-thinking skills.
• Ability to learn new software and online tools.
• Excellent keyboarding skills with a high level of accuracy.
• Ability to work independently and as part of a team.
• Excellent verbal and written communication and interpersonal skills with internal and external stakeholders.
• Ability to maintain organizational files and daily projects systematically.
• Ability to prioritize daily, weekly, and monthly projects and meet deadlines.
• Discretion and trustworthiness when handling confidential information and documents.
• Commitment to learning and expanding skills, compassion for others, and quality healthcare.
• Excellent customer service and commitment to high customer satisfaction.
• Commitment to personal and/or organizational diversity, equity, and inclusion work, including proficiency with or strong willingness to use non-binary pronouns.
• Commitment to Planned Parenthood's mission and goals, including increasing access to abortion and reducing abortion stigma.
• A background check is required.

Nice To Haves

• Nonprofit or office-setting administrative support experience.
• Salesforce and SharePoint experience.
• A natural affinity for and enjoyment of detail-oriented work.

Responsibilities

• Provide scheduling, expense report, and general administrative support across the Executive Office and External Affairs departments.
• Enter data into Salesforce and maintain and update the departments' intranet.
• Coordinate travel arrangements for the Vice Presidents of Advocacy & Equity and Communications and Marketing, including flights, cars, and hotels.
• Provide administrative and project management support for approved ad hoc projects.
• Manage the President & CEO's calendar and schedule internal and external meetings as directed by the Manager of Executive & Board Affairs.
• Coordinate travel arrangements for the President & CEO.
• Support in-person meetings and conference calls, including board meetings, scheduling, door coverage, and meal setup.
• Prepare meeting spaces and materials, manage meeting setup and breakdown, and provide on-site assistance.
• Coordinate logistics for board and committee meetings with the Manager of Executive & Board Affairs.
• Support Executive Office operations when the Manager of Executive & Board Affairs is absent.
• Support in-person External Affairs quarterly meetings, including coordination, technology, room booking, and food orders when needed.
• Coordinate internal and external meetings, webinars, and events supporting External Affairs initiatives, including vendors, logistics, and budget tracking.
• Occasionally pick up and deliver branded materials to health centers.
• Coordinate and process swag orders, monitor the swag closet, and reorder supplies as needed.
• Support volunteer program operations when the Manager of Volunteer Programs is absent, and occasionally assist with volunteer coordination and external activities.
• Support in-person and virtual Planned Parenthood Advocates Pasadena & San Gabriel Valley meetings, including technology and door management.
• Follow PPPSGV safety and security protocols and comply with its Code of Conduct and applicable laws and regulations.
• Support the organization's mission and goals, including increasing access to abortion and decreasing abortion stigma.
• Perform other assigned duties and responsibilities.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) matching program
• Premium CALM account
• Holidays
• Paid time off
• Employee onboarding and year-round workshops
• Opportunities to participate in diversity, equity, and inclusion task forces, conferences, and staff retreats

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED