Overview
Administrative Assistant II Jobs in Newport News, VA at Riverside Regional Medical Center Cancer Care Center
JOB TITLE: Executive Assistant/Board Liaison to Executive Leadership Team
REPORTS TO: Director of Administrative Services
CLASSIFICATION: Non-Exempt
LOCATION: Admin Office – Downtown Atlanta (Hybrid)
About Planned Parenthood Southeast: In 1930, a Planned Parenthood affiliate was created in Alabama, the oldest in the Southeast. The Georgia affiliate of Planned Parenthood began in 1964. Services were added in Mississippi in 1989, and all three states joined forces in 2010 under the name Planned Parenthood Southeast (PPSE).
Planned Parenthood Southeast (PPSE) provides quality, non-judgmental reproductive health care, education, and advocacy across its service area in Alabama, Georgia, and Mississippi, and strives to do so in a way that meets the needs and is representative of our communities. PPSE seeks to help individuals make informed decisions about their reproductive health, family planning options, and sexuality by providing people with accurate information and access to highly trained practitioners for preventive care. PPSE sees a world in which every child is wanted and cared for, every decision regarding sexuality is personal and informed, and everyone has access to affordable, quality care. With a passionate and compassionate staff of approximately 90; a dedicated and diverse team of volunteers; and an $11 million annual operating budget, PPSE operates seven clinics in its service area. In the most recent fiscal year PPSE saw approximately 14,000 patients for services including:
Abortion (only in Georgia) Family planning services
Cancer screening and prevention-oriented medical services such as Pap tests and breast exams
Pregnancy testing and counseling
STI testing and treatment
SUMMARY: As the Board Liaison, you will play a crucial role in ensuring the seamless functioning of our executive team and the effective operation of board affairs. You will provide high-level administrative support to the executive leadership team, manage complex schedules, and handle confidential information with discretion. Additionally, you will facilitate communication, coordination, and support for matters related to board affairs, ensuring compliance with organizational policies and procedures.
ESSENTIAL RESPONSIBILITIES
Executive Support: Handle confidential information with discretion and maintain a high level of confidentiality at all times.
Effectively manage multiple complex calendars, including scheduling appointments, meetings, and travel arrangements for C-suite executives.
Act as the primary point of contact between the executives and internal/external stakeholders, managing emails and phone calls with professionalism and discretion.
Coordinate domestic and international travel logistics for executives, including flight bookings, hotel accommodations, and car rentals.
Prepare agendas, presentations, and materials for meetings, ensuring executives and all attendees are well-informed and organized. Attend meetings, take detailed notes, and disseminate information as needed.
Manage expense reports and reconcile receipts for the executive team.
Maintain and organize sensitive documents, contracts, and files, ensuring accessibility and confidentiality.
Assist with special projects, research, and initiatives, providing necessary administrative support to ensure successful completion.
Plan and coordinate corporate events, conferences, and meetings as required.
Screen and filter incoming requests, delegating or redirecting as appropriate, while maintaining a professional demeanor.
Board Affairs Coordination: Schedule and coordinate regular board meetings, committee meetings, and special sessions in consultation with the board chair and executive leadership.
Prepare and distribute meeting agendas, materials, and supporting documents to board members and attendees in a timely manner.
Attend board meetings, take accurate minutes, and draft meeting summaries or resolutions when required.
Manage an organized electronic and physical repository of board-related documents, including board member and mailing lists, meeting minutes, resolutions, bylaws, and policies.
Serve as a primary point of contact for board members, addressing inquiries, concerns, and requests promptly.
Facilitate effective communication between the board, executive leadership, and relevant committees, ensuring decisions and directives are communicated and implemented appropriately.
Assist in the organization and execution of board orientation and training programs for new board members.
PREFERRED QUALIFICATIONS: At least 3-5 years of experience working in an administrative capacity.
Proven experience as an Executive Assistant or similar role supporting C-suite executives.
Experience liaising with a Board of Directors highly valued.
Exceptional organizational and time-management skills.
Strong written and verbal communication skills.
Proficiency in office software and productivity tools (Microsoft Office Suite, Google Suite, etc.).Ability to multitask, prioritize, pivot, and work well under pressure with multiple deadlines and competing priorities.
High degree of professionalism and discretion.
Strong problem-solving abilities and attention to detail.
Flexibility and adaptability to changing priorities and schedules.
Physical Demands: Lifting up to 25 lbs. Sitting for long periods of time.
Long periods of computer screen time.
Languages Spoken: English required; some Spanish speaking skills preferred.
Additional Information: Background screens will be performed, and education will be verified prior to employment. Please be prepared to provide required information and/or documentation. Planned Parenthood Southeast is a smoke-free workplace, and smoking is prohibited in all enclosed areas on PPSE property. Planned Parenthood Southeast is an equal opportunity, affirmative action employer.
Physical Demands: Lifting up to 25 lbs. Sitting for long periods of time. Long periods of computer screen time.
Languages Spoken: English required; some Spanish speaking skills preferred.
Additional Information: Background screens will be performed, and education will be verified prior to employment. Please be prepared to provide required information and/or documentation. Planned Parenthood Southeast is a smoke-free workplace, and smoking is prohibited in all enclosed areas on PPSE property. Planned Parenthood Southeast is an equal opportunity, affirmative action employer.
Title: Administrative Assistant II
Company: Riverside Regional Medical Center Cancer Care Center
Location: Newport News, VA
