Job Description

PPSLRSWMO currently has an opening for an Administrative Assistant.   This is a full-time, benefited position at the Forest Park headquarters in the Central West End.  May work remotely.
 
PLANNED PARENTHOOD OF THE ST. LOUIS REGION AND SOUTHWEST MISSOURI
 
POSITION TITLE:  Administrative Assistant
STATUS:                   Full Time, Non-Exempt
REPORTS TO:         CEO
 
POSITION SUMMARY
The Administrative Assistance provides general administrative support to the CEO and Senior Team, and assists with communications with the Boards of Directors. This position works under the supervision of the Chief Executive Officer and requires some evening and weekend work. Requires excellent verbal, written, phone, computer communication skills.  Requires some evening and weekend work, and attendance of Board meetings.  Requires long periods of time at a computer, typing, and taking or transcribing dictation.
 
PRIMARY DUTIES PERFORMED
Establish and manages structures and processes that enable the CEO to be most effective.  Perform and oversee administrative support duties and facilitate operations to allow ease of performance for the CEO.   Maintain the CEO’s calendars, meetings, and appointments. Assist with preparation of CEO expense reports.  Work with other staff as needed to ensure that the CEO has everything they need for meetings, speaking engagements, and other events.
Under the direction of the CEO, assist with communication and logistics around the PPSLRSWMO, RHS, and Advocates of Planned Parenthood Boards, Committees, and Task Forces.
Under the direction of the CEO, coordinate agency communications logistics with Board members.  Prepare packets containing background information on critical agency issues to prepare Board members for important conversations and votes. Assist CEO in ensuring that Board members are kept up-to-date between meetings on important issues. 
Keep Board documents, including the Board Committee and Task Force roster, Board Term Limits Spreadsheet, and Board Candidates Spreadsheet up-to-date.  Maintain organized files of Board and Committee minutes.
Sort, prioritize, and route CEO’s mail.
Coordinate logistics for Senior Team communications, meetings, and activities.  Assist with travel arrangements and expense management as requested.
Make arrangements for Board, Board Committees, Task Forces, Senior Team, and Monthly Administrative meetings.  Take minutes, and coordinate all committee mailings.  For all these meetings, coordinate any necessary logistics such as sending invitations and reminders, distributing materials, reserving and preparing conference rooms, providing food and beverages, assisting with technology, and help with cleaning up afterwards.
Responsible for recurring agenda items for bylaws, approval of doctors and fellows, CQRM reporting, CQA reporting, annual approval of auditors and lawyers to be on agendas
Follow through with gathering signatures of Board members on annual items
 
RISK MANAGEMENT AND QUALITY ASSURANCE
Establishes and assures compliance with organizational policies that:
Ensure the provision of the highest quality and most professional service deliver to all Planned Parenthood clients;
Protect Planned Parenthood of the St. Louis Region and Southwest Missouri assets from liability;
Ensure the physical safety of Planned Parenthood of the St. Louis Region and Southwest Missouri clients, staff and volunteers;
Protects confidentiality of all Planned Parenthood of the St. Louis Region and Southwest Missouri clients, donors, Board and all areas of operation;
Follow HIPAA privacy and security guidelines.
 
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
EDUCATION and/or EXPERIENCE
Minimum of two years of relevant experience. Experience with executive assistant and board liaison functions desired.
 
Sufficient experience with word processing and data base management competency essential.
 
LANGUAGE SKILLS
Ability to read and interpret documents such as compliance regulations, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively with employees in the organization.
 
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
 
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.
 
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel.  The employee frequently is required to reach with hands and arms and talk or hear.  The employee is occasionally required to move around the worksite or office.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, and ability to adjust focus.
 
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is moderately loud.
 
Planned Parenthood of the St. Louis Region and Southwest Missouri does not discriminate on any basis such as culture, age, race, color, sex, marital status, gender identity, ethnic heritage, language, national origin, spiritual belief or tradition, sexual orientation, physical ability/characteristics, genetic information, number of pregnancies, socio-economic circumstances or any other basis protected by applicable law. 
 
 
 
 
 
 

PPSLRSWMO is a tobacco-free workplace and an equal opportunity employer.