Executive Office Coordinator

Planned Parenthood Pasadena and San Gabriel Valley • Pasadena, TX

17h

About The Position

The Executive Office Coordinator provides confidential administrative support to facilitate the operations of the Executive Office and External Affairs departments, including coordination and support of departmental logistics. The position spends approximately 50% of its time supporting each department. Duties require professionalism, flexibility, sound judgment, attention to detail, and strong organizational and advanced administrative skills.

The coordinator supports scheduling, expense reports, travel arrangements, meetings, events, project logistics, departmental records, and related administrative work. The role also provides support for board and committee meetings, External Affairs initiatives, volunteer program operations when the relevant manager is absent, and other projects as assigned. Supporting access to abortion care and helping reduce abortion stigma are essential duties of every role at PPPSGV and are integral to advancing its mission.

Requirements

• High school education or above.
• Experience in a nonprofit or office setting in an administrative support role 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.
• 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.
• Accurate keyboarding skills.
• 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 in handling confidential information and documents.
• Commitment to learning and expanding skills, and compassion for others.
• Commitment to quality healthcare and excellent customer service.
• Commitment to personal and/or organizational diversity, equity, and inclusion work, including proficiency or strong willingness to use non-binary pronouns.
• Ability to work occasional evenings and weekends for meetings and events.

Nice To Haves

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

Responsibilities

• Provide scheduling, expense report, and general administrative support across the Executive Office and External Affairs departments.
• Support Salesforce data entry and maintain and update the departments’ intranet information.
• Arrange travel 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.
• Arrange travel for the President & CEO, including flights, cars, and hotels.
• Support in-person meetings and conference calls, including board meetings, scheduling, door coverage, meal setup, room and presentation setup, materials, and meeting breakdown.
• 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.
• Coordinate External Affairs quarterly meetings, including technology, room booking, and food orders as needed.
• Coordinate internal and external meetings, webinars, and events in support of 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 logistics for in-person and virtual Planned Parenthood Advocates Pasadena & San Gabriel Valley meetings, including technology and door management.
• Follow PPPSGV safety and security protocols and its Code of Conduct, and comply with applicable laws and regulations.
• Support the organization’s mission and goals, including increasing access to abortion and decreasing abortion stigma.
• Perform other duties and responsibilities as assigned.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) matching program
• Premium CALM account
• Holidays
• Paid time off
• Workshops during employee onboarding and throughout the year
• Opportunities to participate in diversity, equity, and inclusion work through task forces, conferences, and staff retreats

What This Job Offers

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