Admin Specialist, Operations

Job Description

Planned Parenthood Federation of America (PPFA) is the national umbrella organization for the nation’s leading network of women’s health care providers, educators, and advocates, serving women, men, teens and families. For over 100 years, Planned Parenthood 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 Action Fund (PPAF) is the advocacy and political arm of PPFA. Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund seek an efficient and detail-oriented Admin Specialist, Operations to provide administrative and coordination support to the Office of the COO and specifically to the Chief Operating Officer. This job reports to the Managing Director, Operations in the Office of the COO of PPFA. The Office of the COO provides leadership, coordination, management, and communication support to the Operations division, which includes the following departments: Events & Conferences, Facilities, Finance, Human Resources, Information Security, Information Technology, Security, Internal Audit and Global Operations.

Purpose:

• Provide a wide range of administrative and coordination support to the Office of the Chief Operating Officer. In this role we are looking for someone who is driven to get it right the first time, thinks logically, isn’t afraid to ask questions, and is able to act independently while knowing when to ask for guidance or direction.

Delivery:

• Manages the EVP & Chief Operating Officer/Chief Financial Officer (COO)’s calendar for all internal and external scheduling requests. Processes emails for the COO to ensure receipt of important information and prompt responses to critical items.
• Manages the Office of the COO shared inbox and calendar for key notices and division-wide events. Works with other administrative staff to keep track of key divisional events and out of office schedules for the Operations Leadership Team and PPFA’s Executive Leadership Team.
• Coordinate and prepare for meetings, which can include scheduling meetings, drafting agendas, organizing meeting materials for distribution, reserving meeting rooms, setting up video conferencing or presentation equipment, ordering catering and setting up, taking meeting notes, and escorting guests.
• Books travel related requests for the EVP & Chief Operating Officer (COO) and members of the Office of the COO and prepares travel itineraries/ briefing materials for the COO.
• Reconciles business and travel expenses and completes expense reports for the COO in a timely fashion.
• Drafts communications content for organizational digests, newsletters, etc and assists members of the Office of the COO with drafting and formatting documents, spreadsheets, presentations as needed.
• Coordinate updates to the OCOO Intranet page
• Secures approvals for signature related requests (e.g. Pay Orders, TERs, Check requests, Effort Reports, legal documents) required by the COO and the Office of the COO staff.
• Submits requests for NDAs and handles other contract related items including Partner Intake. Serves as a central contact for entering information into the contract management system on behalf of the Office of the COO
• Keeps key office email distribution lists updated.
• Handles written correspondence and filing (paper and electronic) correspondence or other documents. Assists with employee engagement activities including planning events, coordinating nominations for quarterly awards, and participating in the COO employee workgroup.
• Performs other related administrative duties as assigned.

Engagement:

• Work closely with the Office of the COO staff to ensure that the COO is supported in their role, and that divisional leadership and staff are supported.
• Work with other staff, especially Administrative staff, to ensure coordination on events, meetings, communications, and other activities.

Knowledge, Skills and Abilities (KSAs):

• Two to four years of administrative or project work experience in support of an executive or multiple stakeholders.
• Demonstrates superior customer service with internal and external customers. Must be able to respond to all inquiries in a timely, tactful, and professional manner.
• Experience working with Google Suite products (Gmail, Google Calendar, Google Docs, Google Sheets, Google Slides).Able to handle confidential information with trust and professionalism. Strong verbal and written communication skills. Proven ability to work independently and collaboratively, and organize and prioritize work assignments in an efficient and timely manner.
• Takes initiative, can operate in a fast-paced environment with competing demands. Willing to try and learn.

Travel:

• As needed, up to to 10%

Minimum salary: $64K Final offers for this job will be based on capabilities and will be made within the parameters of the PPFA compensation program. Total offer package to include generous vacation + sick leave + paid holidays, individual/family provided medical, dental and vision benefits effective day 1, life insurance, short/long term disability, paid family leave and 401k. We also offer voluntary opt in for Flexible Spending Account (FSA) and Transportation/Commuter accounts. We value a truly diverse workforce and a culture of inclusivity and belonging. Our goal is to attract qualified candidates and encourage applications from all individuals without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. We're committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation. PPFA participates in the E-Verify program and is an Equal Opportunity Employer. #LI-SY1 *PDN-HR If denoted as NYC, DC, or both, this position is usually located in our New York City or DC office, but is remote while offices remain closed due to the COVID-19 pandemic. Apply for this job