Executive Assistant, Office CCO

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POSITION TITLE: Executive Assistant
DEPARTMENT: Office of the CCO
REPORTS TO: Chief Clinical Officer (CCO)
STATUS: Non-exempt/Hourly

Planned Parenthood of Tennessee and North Mississippi is one of Tennessee's oldest and largest private, non‑profit health care agencies. For over 75 years, PPTNM has remained committed to providing high‑quality, affordable reproductive services and education throughout Tennessee, north Mississippi, and parts of Arkansas and Kentucky. We have four health center locations in Tennessee:
Memphis, Nashville and Knoxville.

Our mission is to improve health and well‑being by providing high‑quality, nonjudgmental sexual health care, honest and accurate sexuality education, and reproductive health and rights advocacy.

PPTNM, as both a healthcare provider and a participant of Medicare/Medicaid, is subject to certain laws, regulations and orders requiring its workforce to be fully vaccinated against COVID‑19 and its variants. PPTNM has therefore implemented a requirement that all employees be fully vaccinated. Candidates seeking employment with PPTNM will be required to: (1) be fully vaccinated against COVID‑19 and its variants by their start date.

Reasonable accommodations will be considered on a case‑by‑case basis for exemptions to this requirement in accordance with applicable law, and (2) submit proof of vaccination by their start date as a condition of employment with PPTNM.

The Executive Assistant is responsible for day‑to‑day administrative support for the PPTNM CCO which operates four health centers in Memphis, Nashville, and Knoxville.

This role is an on‑site role five (5) days a week.

• Monitor and coordinate executive calendars for CCO
• Schedule and coordinate meetings, appointments, and travel for the CCO
• Process travel expense reports for CCO
• Ensure deadlines are met; assist with tasks necessary to meet deadlines
• Prepare memoranda for the department regarding policies, procedures, and other issues as instructed by the CCO and establish and maintain a filing system for department communication
• Handle confidential matters
• Serve as communication liaison for the department—routing critical requests and helping establish executives’ priorities
• Plan department events including negotiation with outside vendors as necessary
• Run basic reports from patient database and prepares data presentations to assist with decision‑making, grant reports, quality reports and ad hoc reporting requests
• Responsible for reminding of upcoming expiring licensure for employed licensed staff
• Conserve executive time by assisting with email correspondence, drafting internal and external communications, collecting and analyzing information, dealing with logistics, and returning and scheduling phone calls and meetings
• Attends meetings, takes notes, and delivers meeting minutes with action items to team members
• Perform other duties as assigned to meet the goals of the department
• Adhere to Planned Parenthood code of conduct, mission and values

• Education:
  
  BS or BA degree or equivalent work experience required
• Experience:
  
  At least three year's experience in an administrative support capacity.

• Alignment with the mission and values of Planned Parenthood.
• Able to demonstrate behaviors that represent the Affiliate’s Workplace Values.
• Attention to detail and accuracy in work is critical.
• Excellent written and verbal communication skills.
• Excellent organizational skills.
• Strong organizational and computer skills, including MS Word and MS Excel.
• Must be an effective time manager, able to work without direct supervision, and demonstrate sound judgment and decision‑making skills.
• Must be able to interface positively with staff, donors, supporters, and volunteers.
• Possession of integrity, energy, and enthusiasm.
• Accepts a flexible work schedule including occasional weekend and evening hours as necessary.
• Must be able to drive with valid license and insurance and lift and carry 25lbs. unassisted.