Administrative Assistant

PPMW - Washington, DC4.5

Full-timeEstimated: $42,000 - $58,000 a year
Planned Parenthood of Metropolitan Washington, D.C. was founded on the visionary idea that access to sexual and reproductive health care could transform people’s lives. For nearly 80 years, PPMW has provided high quality, supportive reproductive medical care for families in the DC metro area.

PPMW’s mission is to provide high quality, affordable reproductive health care; promote education programs that empower all individuals to make informed & responsible reproductive choices; & to protect the right to make those choices. PPMW is the oldest & largest provider of family planning services in Metropolitan Washington, serving DC, Maryland & Northern Virginia.

This position provides confidential executive and administrative support to members of the Planned Parenthood of Metropolitan Washington Executive Team. Duties performed are confidential in nature and must be carried out with a high degree of professionalism and flexibility, with the ability to exercise sound judgment. Advanced project management, attention to detail, and organizational skills are critical to this position.

Executive Responsibilities - support the work of the Vice President of Development and Vice President of Public Affairs including:

Provide administrative support and coordinate logistics including, but not limited to, maintaining appointment schedule by planning and scheduling meetings; conferences; appearances; and travel with itineraries.
Schedule meetings and conference calls. Provide preparatory and on-site assistance for execution of meetings including: reservation of facilities, support set up, break down, and all technology needs for meetings as assigned.
Provide support developing appropriate agendas, itineraries, directions and speaker notes for meetings, appointments, and speaking engagements.
Provide presentation support including but not limited to developing and editing presentations using Powerpoint, Google Slides, and other mediums.
Draft and edit documents including content, technical editing, and formatting.
Manage document organization for all public affairs electronic and paper files.
Conduct departments’ ordering and processing of forms and invoices.
Track attendance for PPMW and PPADMV events using Raiser’s Edge, EveryAction, Google Sheets, Excel, and other software.
Represent Development and Public Affairs departments internally and with external stakeholders.
Provide administrative and project management for ad hoc projects of the Vice President of Development and Public Affairs, as designated by the Manager of Board & Executive Affairs.
Executive Responsibilities - support the work of the PPMW Executive Team including:

Track Executive Team expenses, mileage, and submits check requests for reimbursement as needed.
Complete reconciliation of Executive Team credit cards by the fifth business day of each month.
Coordinate Executive Team Member travel, including ground or air travel and overnight lodging.
Collect and maintain official agency records and PPFA materials in compliance with Federation requirements.
Represent the Executive Office, and all departments of PPMW, internally and with external stakeholders.
Assist Executive Team members, as designated by the Manager of Board & Executive Affairs, with special projects, as well as day to day office routines in confidential manner.
Administrative Office Responsibilities - support the work of the PPMW Administrative Offices including:

Compose and finalize complex correspondence, legal documents, meeting minutes, reports, presentations, and other-format documents, using experience and judgment to determine what should be included in each document.
Prepare and mail correspondence such as memos, letters, invitations sent from the Executive Office.
Draft correspondence and memorandum as requested. Review and edit written material as requested.
Field incoming calls and other correspondence, responding accordingly.
Complete special projects or assist with other job functions as assigned.

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.

Bachelor’s degree required.
Experience in an office setting.
Prior experience supporting executive staff in a diverse environment highly desirable.
Experience managing multiple assignments/projects and conflicting priorities with the pressure of short, demanding deadlines in a fast paced environment.
Excellent attention to detail required; a natural affinity and enjoyment for detailed-oriented work preferred.
Proficiency in Microsoft Office Suite, database management, and multi-line phone systems.
Experience with Google email platform and social media tools.
Prior experience with Raiser’s Edge and EveryAction desirable.
Requires excellent verbal and written communication and interpersonal relationship skills with staff, donors, board members, community leaders, and elected officials; strong commitment to internal and external customer service.
Ability to maintain organizational files and daily projects in a systematic manner.
Ability to prioritize daily, weekly and monthly projects and to meet deadlines.
Additional demonstrated skills must include: excellent proofreading skills, strong organizational skills; attention to detail; self-motivation, and ability to multi-task.
Demonstrated ability to ensure accurateness and completeness of all elements of project requirements, and an ability to adapt and thrive through change on a regular basis.
Ability to effectively work independently with a willingness to accept direction as needed.
Discrete and trustworthy in handling of confidential information and documents.
Sense of humor; can-do approach; tough skin professionally; true compassion for others essential.
Individuals of diverse racial, ethnic, and cultural backgrounds along with bilingual candidates are encouraged to apply.
Committed to the mission and vision of Planned Parenthood of Metropolitan Washington.

Reasoning Ability

Must have the ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to multi-task and to work effectively under pressure due to conflicting demands is required. Must be flexible, highly organized, creative and detail-oriented with the ability to set and meet deadlines.

Language Skills

Ability to read, analyze and interpret productivity reports, industry periodicals, government regulations and legal documents along with the ability to effectively present information to staff at all levels of the affiliate and the board of directors. Must have the ability to write reports, business correspondence, and procedure manuals. Requires excellent verbal and written communication skills, including listening and interpersonal relationship communication skills as well as coaching and collaboration.

Mathematical Skills

Must possess the ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.

Computer Skills

Excellent keyboarding skills with high level of accuracy required. Must have demonstrated proficiency with Microsoft Office, possess capacity to learn software programs required for specific position and must be able to access electronic communications, including e-mail, Extranet, Intranet, and Internet.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee must possess a demonstrated ability to work in a diverse environment, and build productive relationships. A demonstrated ability to effectively work independently and collaboratively as part of a team is essential.

Noise level in the work environment is usually moderate.
Protestors may be present at work and related sites.
The position may require frequent travel to multiple sites. Employee must provide own reliable transportation for the performance of agency duties.
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. All of the job functions listed within this job description involve to greater and lesser degrees the following physical demands: close vision; hearing/listening; clear speech; walking; lifting and carrying up to 10 pounds; stooping; kneeling; bending; sitting; standing; and use of hands to finger, handle, feel and use keyboard.

While this description is intended to be an accurate reflection of the current position, it is not necessarily exhaustive of all responsibilities, duties, efforts, requirements or expectations of this position. Management reserves the right to revise or amend this description to include or remove tasks as circumstances change and the needs of PPMW so dictate.

PPMW is an equal opportunity employer committed to diversity in the workplace.