Coordinator of Board and Executive Affairs

SUMMARY

In support of Planned Parenthood Arizona's mission, the Coordinator of Board and Executive Affairs provides seamless administrative support to PPAZ's President/CEO and the Board of Directors. This role reports directly to the President/CEO and requires exceptional organizational skills, attention to detail, discretion with confidential information, supervisory skills, and flexibility to take on special projects. As a member of the Office of the President, the Coordinator is responsible for developing and maintaining strong relationships 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. The coordinator works with all members of the executive leadership and senior leadership team to ensure operations for the administrative offices. This position requires working on-site regularly each week.

GENERAL PRIORITIES

• 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; meeting accommodations; prepares itineraries, agendas, and meeting materials for the CEO.
• Develops a high level of understanding and sensitivity about all components of PPAZ's business operation and perceptions of the external world to PPAZ and our mission.
• Researches, prioritizes, and follows up on incoming requests, including those of a sensitive or confidential nature.
• Coordinates 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.
• Ability to serve as a notary public for official business documents is highly desired.
• Assists other Executive Leadership Team members as needed.

DIRECT RESPONSIBILITIES

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.

• Serves as the primary contact for Board members (PPAZ and PPAA) for information, scheduling and other assistance.
• Assists the Chairpersons of the Boards and Chairpersons-elect with their projects and correspondence.
• Attends and manages the logistics of all PPAZ Board meetings, location, materials, & meals.
• Attends and supports the logistics of some PPAZ 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 executive leadership team members.
• Organizes Board participation at other affiliate events (i.e., special events, Presidents Circle events, etc.).
• 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 with Board members and ELT members.
• Maintains current, up-to-date knowledge of Board of Director policies, requirements, and procedures as set forth in the affiliate bylaws, PPFA accreditation standards, and other regulatory entities.
• Assures PPAZ resources are used effectively through monitoring expenses and revenues to assure budget targets are met.
• Establishes and coordinates structures/processes that enable the President/CEO to be most effective, including scheduling, logistics, advocacy, and follow-up.
• Works with the President/CEO to create and maintain a workplace environment and set of procedures that deliver value and excellent customer service to staff, donors, volunteers, Boards, coalition colleagues, and policymakers by focusing on service, quality, cost, and speed. Develops processes and measurements to ensure that the operation is responsive and efficient.
• Supports the President/CEO in their responsibilities for Senior Leadership Team meetings, all-staff meetings and communications. Attends meetings and maintains meeting minutes.
• Promotes the agency's visibility and positive, unified image through the focused activity of the President/CEO, and through effective, efficient, and timely communication of information and messages to internal and external audiences.
• Reviews and edits written material bearing the President/CEO's signature and/or distributed from the office of the President/CEO.
• Coordinates and assists other Senior Leadership staff in planning activities and operations that enhance the President/CEO's visibility.
• Assists with managing calendars and appointments for Senior Leadership Team members.
• Continuously thinks ahead to leverage opportunities for public communication, fundraising, advocacy, building staff and supporter relationships, and enhances PPAZ's influence through effective positioning of the President/CEO and Senior Leadership Team members. Works with Senior Leadership to develop new contacts for the President/CEO.
• Completes projects and department deliverables as directed by members of the senior leadership team. Works with all departments in a positive, supportive, and collaborative team manner.
• Actively participates in the Accreditation process to ensure compliance with elements of performance, medical standards, and guidelines and all other state and federal regulations.
• Participates in supporting grants to fund services and projects at the affiliate, through program narratives, budgets, data queries, analysis, and participation in interviews with grantees.
• Actively participates in training, orientating, and cross-training co-workers, managers, and staff on processes and procedures in compliance with PPAZ standards.
• Promotes an organizational culture that embraces PPAZ's core values, guiding strategic planning, program implementation and evaluation, staffing, and internal and external relationships.

Oversees the Administrative Services function.

• Mail and delivery account management and disbursement.
• Develops a working knowledge of core administrative technologies, including agency phone system and intranet.
• Engages with members of other departments to understand and support cross-functional administrative needs.
• Coordinates coverage for the reception function in absence.

ADDITIONAL RESPONSIBILITIES

Conducts special projects and assignments for the Office of the President.

• Researches pertinent issues at the direction of the CEO; determines priorities, gains the cooperation of other stakeholders, prepares information in written, spreadsheet, and/or presentation formats.
• Plans and executes staff appreciation activities and events throughout the year.
• Other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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.

EDUCATION AND/OR EXPERIENCE

• 3-5 years of experience coordinating a Board of Directors.
• Non-profit experience preferred.
• Bachelor's degree preferred; but not required.
• 3+ years of experience directly supporting an executive preferred.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, financial reports, legal documents, professional journals, technical procedures, or governmental regulations. Ability to write reports and business correspondence. Capacity to effectively present information and respond to questions from managers, employees, and vendors.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to read, manipulate, and develop fiscal data on tables.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists, and time is a factor. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid driver's license
• Insurable driving record

EDI REQUIREMENTS

• Displays awareness/understanding of race equity issues in the workplace (and in healthcare).
• Actions demonstrate the ability to build and sustain a culture of trust, quality, and patient and staff satisfaction.
• Commitment to advancing race (+) equity in one's work: interested in expanding knowledge about the role that racial inequity plays in our society.
• Demonstrates the ability to effectively communicate across differences, as well as hear and act on feedback related to identity and equity with an openness to learn.
• Committed to Planned Parenthood's 'In This Together' service ethos, workplace values, and service standards.

GENERAL ATTRIBUTES

• Outstanding moral character and commitment to neutrality, confidentiality, and professionalism.
• Ability to build trust and relationships with broad and diverse audiences.
• Agile mindset comfortable with constant change and successfully manages competing priorities.
• Resourceful problem-solver.
• Culturally humble and responsive.
• Clear communicator and good listener.
• Collaborative.
• Accessible and flexible.
• Passionate commitment to the mission, vision, and values of PPAZ.
• Must have excellent administrative skills including document preparation and review, tracking, filing, phone etiquette, and culturally sensitive customer service skills.
• Time management skills and attention to detail are essential.
• Applies the utmost discretion given exposure to sensitive organizational information.
• Excellent cross-cultural communication skills (verbal and written).
• Demonstrated commitment and passion for equity, diversity, and inclusion.
• Must be highly proficient in Microsoft Office Suite (Excel, PowerPoint, and Word) and Office 365 (OneDrive, Teams).
• Working knowledge of Roberts Rules of Order and common not-for-profit governance practices or willingness to learn.