Manager, Office of the President

MANAGER, OFFICE OF THE PRESIDENT  

JOB DESCRIPTION 

This position is open until filled.

About Planned Parenthood of Southwestern Oregon (PPSO): 

Planned Parenthood of Southwestern Oregon (PPSO) is part of the nation's largest and most trusted sexual and reproductive health care organization. For over 55 years, PPSO has been a foundation in Oregon communities, providing essential reproductive healthcare services and empowering individuals and families to make their own informed and responsible health care decisions.  

We work to serve more than 30,000 individuals a year with healthcare and 10,000 individuals with sexuality education. As the primary provider of sexuality education in Oregon, our award-winning education and training program catalyzed a shift to redesign Oregon's plan around adolescent sexual health, the first of its kind in the nation. Oregon leads the nation in setting the gold standard in providing access to reproductive health care. PPSO was co-recipient of Planned Parenthood Federation of America’s 2018 Excellence in Advocacy award, along with in-state partners Planned Parenthood Advocates of Oregon and Planned Parenthood of Columbia Willamette. 

Join our dedicated and mission driven team as we work to serve more than 40,000 individuals a year with comprehensive reproductive healthcare, education, and advocacy. 

Our Vision  

We seek a world in which all children are wanted and cared for, all people have equal rights and dignity, sexuality is expressed with honesty, equality, and responsibility, and the decision to have children is private and voluntary.  

Our Mission  

To ensure the rights of all individuals to manage their sexual and reproductive health, by providing health services, education, and advocacy. No matter who you are, your identity, where you’re from, or who you love, you are welcome here. 

To be considered for the Manager, Office of the President Role, please include a cover letter and resume.  

General Summary 

In support of Planned Parenthood of Southwestern Oregon’s mission, the Manager, Office of the President provides seamless administrative support to PPSO’s Chief Executive Officer and the Board of Directors. This role requires exceptional organizational skills, attention to detail, discretion with confidential information, and flexibility to take on special projects. As a member of the Office of the President team, the Manager, Office of the President is responsible for communicating clearly, on behalf of the affiliate and CEO, with Board Members, donors, staff, volunteers, and a wide range of other external contacts and is expected to consistently carry out their responsibilities with a warm, professional, and highly customer-focused approach.  This position requires working on site regularly each week, with some remote work flexibility contingent on the schedule of the CEO and the Board, as well as the needs of the department.  

Essential Duties and Responsibilities: 

The position requires strong communication skills, flexibility, and proactive logistics. The goal of this role is to increase efficiency for the President & CEO and Executive Team overall and keep operations and communications for the Board of Directors smooth and clear. The Manager, Office of the President is a problem-solver that can work across key dimensions of diversity and operates with cultural humility. The Manager, Office of the President enjoys leveraging innovative software platforms to increase efficiency for the Executive Team and PPSO administrative operations overall. 

Executive Office 

Provides executive-level administrative support to the President & CEO:   

• Manages and optimizes extremely active calendars ensuring they reflect the CEO’s priorities; effectively prioritizes internal and external scheduling requests. 
• Expertly manages in-person and remote meeting logistics; prepares materials, reserves conference spaces, tracks and confirms participant attendance, manages technology and setup of audio/video meeting platforms. 
• Coordinates travel arrangements; books transportation, lodging, and meeting accommodations; prepares itineraries, agendas, and meeting materials for the CEO. 
• Develops a high level of understanding and sensitivity about all components of PPSO’s business operation and perceptions of the external world to PPSO and our mission. 
• Researches, prioritizes, and follows up on incoming requests, including those of a sensitive or confidential nature. 
• Coordinate department expense tracking and timekeeping processes in a timely way. 
• Maintains department databases and files internally and externally, including contract document management and reporting requirements to PPFA and other outside agencies. 
• Maintain notary public license. Provide notary services within the organization. 
• Assists the COO, Chief of People and Innovation and Executive Leadership Team members as needed. 
• Process and prepare monthly expense reports, invoices, and reconcile expenses for President & CEO and all board affairs.  
• Coordinate, monitor, and report on simultaneous projects to ensure adherence to deadlines. 
• Support President & CEO’s work with legal counsel and contract negotiations with vendors. 
• Perform general administrative tasks that may include typing, data entry, mailing, filing, copying, etc. 

Scheduling 

• Act as the primary scheduler for the President & CEO; maintain President & CEO’s calendars, plans, and overall schedule in alignment with the President & CEO’s annual, quarterly, and monthly goals. 
• Schedule all appointments and conference calls with little or no direction and determine availability of all participants. 
• Coordinate meetings and screen scheduling requests for the President & CEO 
• Be proactive in scheduling and predictive of the President & CEO’s needs for meetings by ensuring the President & CEO has all required background information and materials in advance of all meetings. 
• Provide a welcome reception for all guests, particularly those meeting with the President & CEO. 
• Oversee and execute preparations for meetings including agendas, room set-up and take-down, refreshments, etc. 
• Coordinates planning and arrangements for internal and external conferences and other meeting events. 
• Informs attendees/participants of meeting logistics, arranges for videoconferencing equipment, Zoom rooms, and other equipment needs.  
• Schedule meetings and make travel arrangements for President & CEO, Board of Directors, and Executive Team as directed for local and national meetings. 
• Collect agenda items and prepare meeting agendas as needed. 

Coordinates systems and processes that support the work of the Board of Directors and its officers, committees, and the Executive Leadership Team members that partner with those committees. 

• Attends and manages the logistics of all PPSO Board meetings; attends and supports the logistics of some PPSO Board committee meetings and other Board activities. 
• Prepares meeting materials and minutes; updates and maintains documents on online Board portal. 
• Schedules meetings in collaboration with Board Officers, Committee Chairs, and ELT staff members. 
• Provides administrative support for Board nominating process; tracks Board terms, demographics, and engagement to provide the Board Governance Committee with information on open positions and members’ eligibility to serve additional terms; gathers and prepares biographical and contact information of Board nominees. 
• Coordinates new Board member orientation and onboarding processes, including preparation and regular updating of Board manual. 
• Coordinates annual documentation processes, including meeting minutes, etc. with Board members and ELT members. 
• Maintains current, up-to-date knowledge of Board of Director polices, requirements, and procedures as set forth in the affiliate bylaws, PPFA accreditation standards, and other regulatory entities and proactively notifies CEO of any needed changes to policy, requirements or procedures. 
• Serve as OnBoard administrator, create accounts for Board Members, upload documents, manage the document and meeting library for the PPSO. 

Responsibilities to the organization: 

• Able to work collaboratively with your co-workers, supervisors, volunteers and other representatives within the organization by recognizing and valuing everyone’s contributions to our mission. 
• Work cooperatively and constructively with co-workers, supervisors, volunteers and other representatives within the organization as well as external customers.   
• Exhibit flexibility and adapt well to change. 
• Demonstrate accountability and initiative with work assignments, organizational values, and work relationships. 
• Participate in quarterly all-staff meetings. 
• Operate within the policies and procedures of Planned Parenthood of Southwestern Oregon. 
• Directs behavior to emphasize the achievement of organization goals and core values. 
• Support the mission and philosophy of Planned Parenthood of Southwestern Oregon. 
• Deliver services in a manner that provides objectivity and supports the entirety of services provided by Planned Parenthood of Southwestern Oregon. 

Organization Equity and Culture 

•  Engages in and supports efforts to create and maintain an affirming and culturally responsive work environment.  
• Takes the initiative to develop own awareness and knowledge of the principles and scope of diversity, equity, and inclusion.    
• Participates and provide support as needed in DEI Learning Forums, and other DEI initiatives. 

Supervisory Responsibilities 

The job is not supervisory in nature. 

Qualifications 

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. 

Minimum Education and/or Experience 

• Position requires a bachelor's degree or equivalent or 3-5 years’ Executive Assistant or Manager, Office of the President experience.  
• Intermediate computer skills are required: including word processing and Excel competency, Power Point a plus. 
• Typing skills must be 70 words per minute or greater. 
• Ability to conduct virtual business effectively.   

Preferred Education and/or Experience 

• Experience with quality improvement processes. 
• Advanced computer skills. 
• Skilled at background research 

Specific Job Skills and Requirements 

• Time management skills to handle multiple tasks efficiently and accurately. 
• Ability to work independently. 
• Ability to write with excellent spelling, grammar, punctuation, form and style. 
• Ability to compose correspondence and proofread with high level attention to detail. 
• Operate a computer proficiency in MS Word, Excel, PowerPoint, and Outlook. 
• Communication skills to interact with all levels of internal staff, board members and corporate attorneys. 
•  Willingness to attend meetings before and after business hours. 
• Excellent interpersonal and teamwork skills, discretion and flexibility depending on staff and client needs.  
• Ability to effectively problem solve resolving issues efficiently and rationally. 
• Also requires use of negotiation skills, independent judgment, and ability to work effectively under pressure due to conflicting job demands.   
• Commitment to the mission, goals and philosophy of Planned Parenthood of Southwestern Oregon. 

Availability 

During peak activity periods work in excess of 8 hours per day and/or 40 hours per week.  Job will involve evening hours and possibly weekend hours as well as early morning meetings. Job may require evening and weekend work and occasional travel to the Rogue Valley. 

 This job description is subject to review and change.  This is not a contract.