Senior Executive Assistant to Office CEO - St Paul, MN; hybrid

Senior Executive Assistant to the Office of the CEO - St Paul, MN (hybrid)

Planned Parenthood North Central States

Starting salary for candidate who meets minimum requirements (Experience will be compensated): $80,000

At Planned Parenthood North Central States (PPNCS), we believe all people deserve the right, the freedom, and the opportunity to follow their personal ambitions and choose their own path toward a healthier, more meaningful life. We protect, promote, and provide comprehensive and progressive sexual and reproductive health care for generations of young people and families with empathy, care, and respect. We are looking for passionate, dedicated staff who are eager to make positive contributions to their community and to the Planned Parenthood mission.

to learn more: Our Mission

Under the supervision of the Chief Executive Officer (CEO), the Executive Assistant will assist with and provide high-level administrative support to the CEO’s Office and support the Boards of Directors. The Executive Assistant may be required to provide administrative support for other Executive Team members, as needed, to support the team of administrative support staff.

Schedule: Normal Business Hours

This position will impact us with the following contributions:

• Executive Support
• Provide high-level administrative and logistical support to the Office of the CEO, General Counsel and VP of HR including:
• Represents the office in written and verbal communications
• Maintaining appointment schedule by planning and scheduling meetings and conferences
• Schedules meetings, including coordinating team calendars, securing meeting locations, sending meeting invites, and agendas to participants
• Attends meetings as appropriate and provides meeting support (e.g., agendas, minutes, follow-up items)
• Coordinating travel with itineraries and expense reports
• Assist in managing and preparing for key deadlines and presentations
• Arrange and manage all materials related to service on boards and committees
• Coordinate special projects for the offices

• Conduct research to inform decision makers and initiate new processes to enhance administrative operations
• Process department's invoices and monthly expenses and assists with the compilation and management of the office budget
• Works to ensure compliance with federal, state, and local ordinances by adhering to department requirements
• Manage a portfolio of projects and executive office operations to ensure maximum efficiency, productivity and high performance for the CEO
• Provide administrative support and coordinates logistics for CEO, including but not limited to maintaining daily schedules by planning meetings, conferences, appearances, teleconferences, tracking hours and completing travel and expense reports, among other duties.
• While keeping the CEO fully informed, act as a proxy, when requested and informational funnel, filter and facilitator for the CEO, dealing with as many issues as possible before they reach the CEO's desk, representing the CEO's point of view, and making decisions in collaboration with Executive Team members in the CEO's absence.
• In partnership with outside general counsel and the deputy general counsel/chief compliance officer, manage separate legal entities and facilitate governance of five-state affiliate and supporting ancillary entities.
• In partnership with deputy general counsel/chief compliance officer, manage and mitigate risk by bridging interdepartmental gaps by participating in cross-functional work groups and facilitating conversations with colleagues across the departments to respond to the needs of the organization, and to bring board enterprise risk management committee for oversight.
• Provide subject matter expertise on governance for the five-state affiliate and supporting ancillary entities.
• Exercise exceptional discretion with confidential information to keep CEO approved of activities happening within the organization.
• Help staff and their teams interpret, understand and carry out the CEO's vision and strategic intent. By serving as a subject matter expert in conversations and projects, ensure the CEO's office is represented, and that information flows back to the CEO.
• Help CEO prioritize projects and business impacts to ensure the CEO and Executive Team are moving forward with the most important work.
• Help provide and manage written communications, brand, relationships, decision making and problem solving on behalf of the CEO.
• As requested, represents the CEO in meetings and with employees, volunteers, donors and other stakeholders.
• Provide timely and appropriate responses to correspondence including email, phone and walk-in inquiries.
• Facilitate rapid and appropriate responses, continuous movement of projects and track the status of all projects and tasks.
• Provide briefings for the CEO on a broad spectrum of issues, projects, and tasks on a daily basis.
• Facilitate forward progress and problem solving on projects as assigned.
• Establish and track CEO…