Executive Assistant, Office CCO

POSITION TITLE: Executive Assistant

DEPARTMENT: Office of the CCO

REPORTS TO: Chief Clinical Officer (CCO)

STATUS: Non-exempt/Hourly

About PPTNM

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.

Covid Vaccination Requirement For Candidates Seeking Employment

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.

Job Summary

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.

• 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 phones 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.

• Competitive base salary commensurate with experience
• 100% Employer paid Medical, Dental, Basic…