Address
Form of workPLANNED PARENTHOOD OF WISCONSIN, INC.
MILWAUKEE, WI
ADMINISTRATIVE COORDINATOR - EXECUTIVE OFFICE
*Additional $1.50/hr. for bilingual (English/Spanish)*
At Planned Parenthood of Wisconsin, Inc. (PPWI), we work to provide quality, affordable health care services, comprehensive education, and strong advocacy. We serve over 60,000 patients annually in 22 health centers statewide, making us the largest and most trusted reproductive health care provider in Wisconsin. Our goal is to help keep Wisconsin safe, healthy and strong!
This is an excellent opportunity for an Administrative Coordinator - Executive Office (40 hrs. /wk., benefits eligible) at our Jackson Street Administration Office in Milwaukee, Wisconsin.
PURPOSE of POSITION:
The Administrative Coordinator - Executive Office provides diversified, confidential, administrative, and executive support. Serves as a resource supporting the day-to-day activities of the Executive Suite, including CEO, Chief of Staff, and Manager of Executive Office and Board Affairs.
QUALIFICATION REQUIREMENTS:
-Must be committed to PPWI's vision, values, goals, policies and philosophy.
-Commitment to diversity, equity, inclusion, and belonging.
-Ability to demonstrate excellent customer service through effective communication both internally and externally.
-Proven written and verbal communication skills; editing, proofreading, grammar, and spelling.
-Must possess effective interpersonal skills to relate to a variety of constituencies.
-Prior experience with: taking meeting minutes, project planning and management, multi-tasking, organization, team building, initiative and following through.
-Must be able to learn quickly and relay/disseminate information accurately while maintaining confidentiality.
-Attention to detail, tolerance for ambiguity, and the ability to work in a fast-paced, deadline driven environment are essential.
-Must be able to anticipate the needs of the CEO from an administrative perspective.
-Demonstrated problem-solving skills.
-Must possess project management experience, with planning and organizational skills.
-Experience using Microsoft Office products (Outlook, Word, Excel, and PowerPoint).
-Acquire and maintain certification as Notary Public.
EDUCATION and/or EXPERIENCE:
High school diploma or equivalent.
Minimum of 3 - 5 years of administrative experience, with at least one year supporting one or more executives or equivalent.
PHYSICAL REQUIREMENTS:
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position is predominantly sedentary requiring the ability to sit, bend, stand and walk. May require occasional stooping, reaching, stair-climbing and repetitive motions of the hands and wrist related to writing and typing at an electronic keyboard. Rarely requires kneeling, pushing/pulling and repetitive motions of the feet.
Physical demands of the position necessitate hearing, talking, handling and grasping regularly. May require lifting up to 30 pounds. Specific vision conditions include close vision reading. Requires the ability to operate a computer, telephone, fax, copy machine and adding machine or calculator.
WORKING CONDITIONS:
The position is generally performed in an office environment but involves frequent interruptions. The noise level is generally low to quiet. The work environment characteristics are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations, however, may be made to enable individuals with disabilities to perform said essential functions.
Occasional evening and/or weekend hours may be necessary. This position requires frequent travel statewide, therefore a valid driver's license and auto insurance in accordance with agency liability standards is required. Must have transportation.
ESSENTIAL DUTIES and RESPONSIBILITIES:
- Primarily responsible for CEO's calendar scheduling with guidance from Manager of Executive Office and Board Affairs & Chief of Staff as necessary. Responsible for detailed calendar management, requiring interaction with internal employees, senior management, as well as consultants, external executives and assistants, and donors to coordinate a variety of executive meetings.
- Provide administrative support for CEO as needed, including, scheduling conference calls, scheduling meetings, and follow-up, process expense reports, coding and processing invoices.
- Arrange detailed travel plans, itineraries, and agendas; and compiling documents for travel related meetings; provides full itineraries with detail in calendar and circulates as necessary.
- Staff President & CEO by attend onsite and offsite meetings with CEO to provide support, including take notes, identify connections, provide with situational guidance, support with logistics, assist as needed.
- Support the Executive Leadership Team with special projects on an ad-hoc basis.
- Compile materials (including presentation materials, agendas, draft correspondence)and ensure logistical details are prepared for the CEO, Chief of Staff, and Manager of Executive Office and Board Affairs meetings and staff listening sessions. Take minutes in meetings as needed.
- Prepare accurate correspondence and assist with preparation of presentation materials; draft correspondence, including letters, reports, and statistical data on behalf of the CEO.
- Support Manager of Executive Office and Board Affairs in compliance activities - organize and gather documentation as needed.
- Support strategic events for external and internal meeting logistics both on and off site. Creates meeting invites, prepares agendas, reports, and other documents distributing to attendees. Plan and coordinate food and beverage orders and delivery if applicable.
- Assist Manager of Executive Office and Board Affairs with Board Meeting & Committee Meeting Prep.
- Perform independent research and compile, analyze, and summarize information from a variety of sources, including staying up to date on relevant news and current events, to support Executive Office needs, activities, and meetings. Data entry and tracking CEO and Executive Office activities.
- Serve as a point of direct administrative contact and liaison with other offices, individuals and external organizations on a range of issues.
- Coordinate daily administrative needs for the departments, including daily mail, office supply stocking/ordering, processing departmental invoices, directing phone inquiries from internal and external customers.
- Manage Executive Office mail and phone line. Manage admin mail and phone line as needed. Manage inventory and ordering supplies for EO and corporate office as needed.
- Serve as back-up for other Agency coordinators.
- Other Duties:
- Perform other duties as assigned.
PPWI is an equal opportunity employer committed to diversity in the workplace.
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