External Affairs Administrative Assistant

Planned Parenthood of the Rocky Mountains • Denver, CO

2d • Hybrid

About The Position

Planned Parenthood is committed to creating a dynamic work environment that values diversity, equity, inclusion, respect, integrity, customer focus, and innovation. We are committed to creating a welcoming space for all people on our staff, in our health centers, and in our community. This role supports abortion care through direct clinical triage, patient education, and follow-up, ensuring timely and empathetic support to those navigating abortion services. The ideal candidate is tech-savvy, discrete, trustworthy, and highly organized with a proven track record of tracking and staying on top of tasks. They should have at least 1 year of experience managing logistical and administrative projects through completion, be able to multitask, work under pressure, juggle competing priorities, and meet deadlines without sacrificing quality. The candidate should demonstrate an ability to adapt to change, learn new things, be open to feedback, and eager to improve. They must be detail-oriented with the ability to notice and fix errors, comfortable interacting with people in high-level positions daily, and possess excellent verbal and written communication skills. The candidate should be able to see 5 steps ahead and plan accordingly. They must also be able to work flexible hours, attend meetings before and after business hours, including occasional evenings and weekends, and travel in PPRM’s region as needed. The role requires working in the Denver Park Hill Administrative office one day a week.

Requirements

• At least 1 year experience managing logistical and administrative projects through completion
• Able to work under pressure, juggle competing priorities, and meet deadlines without sacrificing quality
• Demonstrated ability to adapt to change, learn new things, and are open to feedback and are eager to improve
• Detail-oriented with the ability to notice and fix errors that others might overlook
• Comfortable interacting with people in high level positions daily
• Excellent verbal and written communication skills
• Ability to see 5 steps ahead of what might be needed and plans ahead
• Able to work flexible hours and attend meetings before and after business hours, including occasional evenings and weekends
• Able to travel in PPRM’s region as needed
• Able to work in the Denver Park Hill Administrative office one day a week
• Background Check Required

Nice To Haves

• Tech savvy
• Discrete
• Trustworthy
• Highly organized
• Multitasking is second nature

Responsibilities

• Support the Chief External Affairs Officer (CEAO) by ensuring logistics are in place and details are attended to, anticipating and managing CEAO preparations for internal and external meetings and events, assisting in the preparation, editing, and production of correspondence, reports, presentations, and other materials.
• Coordinate the CEAO's schedule, and track, report, and submit expenses for the CEAO and for the External Affairs Directors.
• Generate and proofread correspondence for the CEAO.
• Act as the Liaison between the CEAO and other staff/departments.
• Provide administrative support to the External Affairs Team, including managing documents, creating systems to organize information, coordinating meetings and schedules, arranging travel, processing expense reports, and coordinating and participating in virtual and in-person meetings.
• Serve as the primary contact for PPRMAF board leaders and members for information, support, or assistance in their role.
• Have primary responsibility for scheduling, recording/providing minutes, and posting materials for PPRMAF board meetings.
• Help arrange and support logistics when board meetings are held in person or via Microsoft Teams or other technology, potentially involving collaboration with Facilities/IT.
• Ensure bylaws, annual plan goals, board policy requirements, and PPFA accreditation standards are met.
• Manage and maintain board surveys and evaluations, along with accurate and current board records and files for on-going operations and historical data.
• Coordinate, monitor, and report on simultaneous projects to ensure adherence to deadlines.
• Plan conferences, handle special projects, and coordinate various phases of these plans.
• Regularly assess systems used in daily work for improvement opportunities and implement solutions that increase efficiency.
• Handle select matters expeditiously and proactively, following through to successful completion.
• Work with a small team of departmental Administrative Assistants to support the agency as needed.
• Support the mission of providing reproductive health equity including safe access to abortion, gender affirming care, and family planning for all by ensuring that these teams are able to function as efficiently as possible.

Benefits

• Medical/Vision/Dental, with extended mental health coverage
• Accrued PTO and Sick Time
• 401k/Safe Harbor Contributions (PPRM contributes up to 3% of your pay to your 401k after 1 year of service)
• Employee Loan Program
• Employee Assistance Program and WorkLife Partnership
• Paid Family Leave/Paid Parental Leave

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed