Administrative Coordinator

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.
The Office of the President (OOP) is seeking a highly organized, detail-oriented, driven, diplomatic and well informed Administrative Coordinator to help ensure that the Office of the President runs well. This Administrative Coordinator will support the prioritization and execution of daily operations of the OOP and will provide administrative support to the President. The Administrative Coordinator will help ensure the follow-through of the President’s commitments and daily tasks and in partnership with the Manager of the OOP, will be responsible for providing administrative, staffing and logistical support for all OOP office operations as well as assisting with PPFA/PPAF Board of Directors’ meetings and affairs throughout the year.

DUTIES AND RESPONSIBILITIES

• Manage the overall communication and correspondence activities between the OOP and other departments at the national office.
• Utilize Project Management processes and tools to insure timelines and deliverables are met.
• Develop and maintain work flow processes to ensure that correspondence is composed, edited, proofread, and accurately reflects the President’s voice.
• Correspondence may include proactive letters essential to maintaining and building the President’s strategic relationships and emails.
• Proactively step in and coordinate with other PPFA departments as needed to create polished communications and memos with limited supervision.
• Coordinate all OOP office operations including budgeting, contracts, pay orders, travel and expense reports, effort reports, incoming and outgoing mail, and supplies.
•  Create new systems to ensure proper workflow and efficiencies as needed.
• Manage the processes and deliverables for the weekly newsletter from the President.
• Collaborate with Communications staff to create content for a weekly federation wide newsletter.
• Support the creation of other written materials, including a quarterly President’s Report to the Board of Managers, messages to national staff and federation wide leadership etc.
• In partnership with and under the direction of the Manager of the OOP and the Manager of Board Affairs, assist in the execution of coordination of all Board of Managers meetings and affiliated activities throughout the year.
• Serve as point-person for daily IT and Facility needs for the President and the OOP.
• Support the Manager of the OOP in the execution of NY-based all-staff meetings, Senior Leadership Team meetings and retreats, and other special large scale meetings, conferences, and events, ensuring that we live our values as an organization and promote a fun and collaborative work environment.
• Maintain up to date and accurate contact lists for the President and the OOP, generate reports as needed, and maintain the general OOP email inbox and calendar.
• Receive and screen phone calls and assist with issues in their primary stages whenever possible ensure all callers receive appropriate responses and follow- up as needed; provide other administrative duties that include but are not limited to mailings, copying, collating, and organizing reports and other materials.
• Provide additional administrative support to Manager of the OOP and complete special projects as required.

REQUIREMENTS / TECHNICAL EXPERTISE

• Bachelor’s degree.
• 3-5 years of related work experience, including assistant, advance and/or administrative experience in a fast-paced operation.
• Possess excellent communication skills — verbal and written, with an ability to speak in the voice of the principal over time.
• Must be detail- and process-oriented with experience using PM tools and processes.

PERSONAL QUALITIES /OTHER ATTRIBUTES

• Self-starter; able to identify tasks and deliverables without being directed.
• Experience with campaign/political management and/or not-for-profit management is preferred.
• Highly organized and demonstrates a sense of ownership.
• Able to think strategically, while operating tactically – understands the work and priorities of the office and can see and understand the big picture and translate it into daily action lists, correspondence, vigilant follow-up, and briefing materials.
• Unflappable ability to operate effectively and with flexibility in a constantly shifting environment.
• Sense of humor – must be able to laugh at themselves and bring perspective to the work.

TRAVEL

• 0-25%

*LI-CF1
DIVERSE CANDIDATES ARE ENCOURAGED TO APPLY 
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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