Administrative Manager

Planned Parenthood is the nation’s leading provider and advocate of high-quality, affordable sexual and reproductive health care for all people, as well as the nation’s largest provider of sex education. With more than 600 health centers across the country, Planned Parenthood organizations serve all patients with care and compassion, with respect, and without judgment, striving to create equitable access to health care. Through health centers, programs in schools and communities, and online resources, Planned Parenthood is a trusted source of reliable education and information that allows people to make informed health decisions. We do all this because we care passionately about helping people lead healthier lives.

Planned Parenthood Federation of America (PPFA) is a 501(c)(3) charitable organization that supports the independently incorporated Planned Parenthood affiliates operating health centers across the U.S. Planned Parenthood Action Fund is an independent, nonpartisan, not-for-profit membership organization formed as the advocacy and political arm of Planned Parenthood Federation of America. The Action Fund engages in educational, advocacy, and electoral activity, including grassroots organizing, legislative advocacy, and voter education. Planned Parenthood values the experience of employees, and our cultural ethos is “In This Together” which aims to support a workplace culture that centers on belonging, learning, and individual recognition.

Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund seek an experienced Administrative Manager to serve as an integral part of the Office of the Chief Development Officer. This job reports to the Managing Director in the Office of the CDO of PPFA. The Office of the CDO provides management, oversight, and strategic direction across all donor audiences and channels of the development function. The Office ensures revenue generation, donor diversity, and philanthropic support are nimble; enables collaboration with Affiliates; ensures adherence with governance and compliance requirements; and is as efficient as possible. 

Purpose:

The Administrative Manager will strategically manage the CDO’s time in close coordination with the Managing Director, to ensure their time is focused on meeting the long-term strategic priorities of the division. To do this, the Administrative Manager will coordinate with all divisions and teams within the National Office and external stakeholders like Board Members, Affiliate leaders, and donors on behalf of the Office of the CDO and the Chief Development Officer. They will also provide operations and administrative management support to their team and the CDO. 

Engagement: 

This role will work with internal and external stakeholders at varying levels and key administrative points of contact across the organization.

Delivery: The core deliverables for this role include, but are not limited to:

• Design and manage the intake process for the OCDO to review and assess all incoming event requests, meetings with internal and external stakeholders, and travel for the CDO, in close partnership with the Managing Director

• Coordinate and participate in planning calls for trips, events, and meetings the CDO participates in, with internal and external stakeholders to gather information and prepare materials and briefings for the CDO in a timely manner, under the guidance of the Managing Director

• Manage cross-divisional processes to ensure briefing memos, travel confirmations, OCDO invoices, and manage expenses in Certify accurately and in a timely manner

• Ensure the CDO is fully supported before and after each meeting/ event

• Ensure the CDO departs from and arrives at meetings on time and with all necessary materials (agendas, briefings, slide decks, etc.)

• Create proactive and comprehensive action lists, ensuring accurate and timely materials are provided and organized with consistent follow-up and facilitation of next steps

• Provide consistent and timely “on-demand” support to the CDO

• Provide administrative support for OCDO managed staff events like team retreats

• Other duties as assigned

Knowledge, Skills, and Abilities (KSAs): 

• At least 4 years of experience supporting a C-level Executive

• Consistently execute high-quality work with multiple tasks and deadlines in a fast-paced, ever-changing environment

• Sharp attention to detail and strong interpersonal skills

• Ability to build relationships and a genuine passion for a customized approach to interactions based on a respect for various types of personalities and working styles 

• Willingness to get involved and pitch in with what needs to be done

• Comfortable with ambiguity, rapid change, and uncertainty; comfortable operating in an environment that can pivot as needed in response to internal and external priorities. 

• Experience working with sensitive and confidential information and exercises a lot of professional and emotional maturity

• Ability to work strategically and collaboratively across departments and operate in a matrixed environment, to sustain a sense of order and deliver results

• Ability to work independently, problem solve, take initiative, and prioritize effectively

• Deep personal commitment to Planned Parenthood’s mission, reproductive rights, and sexual health care

Travel: 5% or less

Total offer package to include generous vacation + sick leave + paid holidays, individual/family provided medical, dental and vision benefits effective day 1, life insurance, short/long term disability, paid family leave and 401k. We also offer voluntary opt-in for Flexible Spending Account (FSA) and Transportation/Commuter accounts.   

We value a truly diverse workforce and a culture of inclusivity and belonging. Our goal is to attract qualified candidates and encourage applications from all individuals without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law.  We're committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.

PPFA participates in the E-Verify program and is an Equal Opportunity Employer.

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PDN-HR

Roles that are denoted as NYC, DC, or both will work a hybrid schedule and are expected to work in their assigned PPFA office a minimum 2 days per week unless the role is denoted as onsite, which requires working onsite full time or 5 days per week.