Administrative Coordinator

Planned Parenthood Federation Of America Inc New York , NY 10007

Posted 4 weeks ago

Planned Parenthood Federation of America (PPFA) is the nation's leading women's health care provider, educator, and advocate, serving women, men, teens and families. For over 100 years, PPFA has done more than any other organization in the United States to improve women's health and safety, prevent unintended pregnancies, and advance the right and ability of individuals and families to make informed and responsible health care decisions.

Planned Parenthood Federation of America (PPFA) seeks a dynamic and effective Administrative Coordinator to support the Office of the Executive Vice President (OEVP) in a fast paced and dynamic environment. This individual will report to the Sr. Director, OEVP and provide administrative, logistical, and program management support services for the Executive Vice President and the staff of the OEVP.

DUTIES AND RESPONSIBILITIES

  • Provide administrative support to the Executive Vice President that includes coordinating internal and external meetings, calendar management, travel coordination, and expense reconciliation.

  • Assist in the preparation of the Executive Vice President for meetings including development of agendas and background documents, including preparation of presentations for meetings and speaking opportunities.

  • Liaise with other administrative staff within Health Care Division and PPFA more broadly.

  • Develop and implement special projects as requested by the Managing Director, Senior Director or EVP.

  • Assist with newsletter publication, events and metrics including, but not limited to proofing documents, producing final products, etc.

  • Partner with other administrative staff to coordinate and prepare for meetings including, but not limited to, drafting meeting agendas, reserving meeting rooms, physically setting up rooms, setting up video conferencing or presentation equipment, taking meeting minutes and escorting guests.

  • Perform other related administrative duties as assigned by the Executive Vice President.

  • Assist in managing internal and external communications and provide appropriate direction and follow-up to internal and external parties.

  • Track and manage lists of key contacts at affiliates and partner organizations.

  • Manage departmental email inboxes and triage communication appropriately.

  • Track expenses for travel, meetings, and selected projects.

  • Process, submit, and generally assist with expense reports, reimbursements, and other invoices for department staff.

  • Order and stock office supplies and team inventory, procure software and hardware for department staff; manage department mailings; and act as liaison with technical support, Facilities, and travel agency staff when necessary.

  • Perform data entry as needed.

  • Perform other related administrative duties as assigned.

REQUIREMENTS / TECHNICAL EXPERTISE

  • Bachelor's degree or equivalent experience.

  • 13 years of administrative work experience.

  • Advanced knowledge of Microsoft Office Suite and experience with Google Suite (Mail, Calendar, Drive).

  • Ability to support a geographically-dispersed telecommuting and New York-based team.

  • Ability to enter, organize, and maintain data, particularly using Microsoft Excel.

  • Ability to handle multiple, simultaneous, and complex tasks and projects effectively and efficiently.

  • Knowledge of office management principles and procedures.

  • Ability to work with a wide range of constituencies and personalities across a diverse team and organization.

PERSONAL QUALITIES /OTHER ATTRIBUTES

  • Collaborative team player.

  • Highly organized and exceptional attention to detail.

  • Excellent oral and written communications.

  • Ability to organize resources, establish priorities, and thrive in a fast-paced, dynamic environment.

  • Flexibility and able to adapt to quickly changing priorities and ambiguous situations.

  • Demonstrated commitment to reproductive health and rights.

TRAVEL

  • 0-25%
  • LI-KM1

Planned Parenthood Federation of America is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment, and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Planned Parenthood is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.


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Administrative Coordinator

Planned Parenthood Federation Of America Inc