JOB TITLE: Executive Assistant to Executive Leadership Team

REPORTS TO: Director of Administrative Services

CLASSIFICATION: Non-Exempt

SALARY RANGE: $65K - $75K

LOCATION: Admin Office – Downtown Atlanta (Hybrid)

SUMMARYAs the Executive Assistant to the Executive Leadership Team, you will play a crucial role in ensuring the seamless functioning of our team. You will provide high-level administrative support, manage complex schedules, and handle confidential information with the utmost discretion. Your proactive approach, exceptional organizational skills, and ability to anticipate needs will be critical in helping our executives focus on strategic initiatives.

ESSENTIAL RESPONSIBILITIES

Confidentiality: Handle confidential information with the utmost discretion and maintain a high level of confidentiality at all times.

Calendar Management: Effectively manage multiple complex calendars, including scheduling and prioritizing appointments, meetings, and travel arrangements for C-Suite executives and others.

Communication: Act as the primary point of contact between the executives and internal/external stakeholders, managing emails and phone calls with professionalism and discretion.

Board of Directors Liaison: Coordinate with COS and CEO to facilitate meetings, orientations and training. Prepare and distribute necessary documents, track accreditation requirements. Utilize board management software for secure storage and communication.

Travel Arrangements: Coordinate domestic and international travel logistics, including flight bookings, hotel accommodations, car rentals, etc. Meeting Preparation and Management: Prepare agendas, presentations, and materials for meetings, ensuring executives and all attendees are well-informed and organized. Attend, take detailed notes and disseminate.

Expense Management: Manage expense reports and reconcile receipts for the executive team.

Document Management: Maintain and organize sensitive documents, contracts, and files, securing signatures and ensuring accessibility and confidentiality.

Project Support: Assist with special projects, research, and initiatives, providing the necessary administrative support to ensure successful completion.

Event Coordination: Plan and coordinate corporate events, conferences, and board meetings as required.

Gatekeeping: Screen and filter incoming requests, delegating or redirecting as appropriate, while maintaining a professional and courteous demeanor.

Other duties as required.

PREFERRED QUALIFICATIONS:

At least 3-5 years of experience working in administrative capacity.

Proven experience as an Executive Assistant or similar role supporting C-Suite executives.

Board of Directors experience highly valued.

Exceptional organizational and time-management skills.

Strong written and verbal communication skills.

Proficiency in office software and productivity tools (Microsoft Office Suite, Google Suite, etc.)

Ability to multitask, prioritize, pivot and work well under pressure with multiple deadlines and competing priorities.

High degree of professionalism and discretion.

Strong problem-solving abilities and attention to detail.

Flexibility and adaptability to changing priorities and schedules.

Physical Demands: Lifting up to 25 lbs. Sitting for long periods of time. Long periods of computer screen time.

Languages Spoken: English required; some Spanish speaking skills preferred.

Additional Information: Background screens will be performed, and education will be verified prior to employment. Please be prepared to provide required information and/or documentation. Planned Parenthood Southeast is a smoke-free workplace, and smoking is prohibited in all enclosed areas on PPSE property. Planned Parenthood Southeast is an equal opportunity, affirmative action employer.

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