Job details

Manager, Executive Office & Board Affairs

Position Summary: Acts as true right arm of the President & CEO, in addition to general administrative/personal duties, which includes extensive calendar, meeting and travel management. Performs a variety of complex administrative functions and manages administrative projects in support of the President & CEO and the Board of Directors.

Essential Functions:

Executive Office Manager

· Ensures a high performance, customer service-oriented work environment that reflects affiliate values and supports achieving the organization’s mission, goals and objectives.

· Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of sound independent judgment; reviews, prioritizes and routes incoming correspondence.

· Maintains appointment calendars, schedules and coordinates meetings, screens requests for the President & CEO’s time, and assists them with effective time management. Ensures that the President & CEO has required background information and materials in advance of all meetings.

· Regularly drafts routine and non-routine correspondence for own or President & CEO’s signature. Proofreads materials for accuracy, completeness and compliance with the organization’s standards, policies and procedures, including PPFA trademark guidelines.

· Serves as communications hub for work of President & CEO within the affiliate and within the communities served.

· Schedules all appointments and conference calls with little or no direction and determines availability of participants.

· Coordinates planning and logistical arrangements for internal and external conferences and other meeting events. Informs attendees/participants of meeting logistics; arranges for teleconferencing equipment and other equipment needs, and refreshments, as needed. Collects agenda items and prepares agenda.

· Researches and assembles information from a variety of sources for the preparation of records and reports; organizes and maintains office files; and may conduct special studies.

· Operates key office equipment such as photocopiers, facsimile machines, scanners, telephones, and computers. Provides required support related to key office equipment.

· Maintains and updates online content for PPHP Intranet and Leadership Team Intranet.

· Prepares documents and presentations to final format from draft, handwritten, or dictated notes.

· Coordinates business itineraries, travel arrangements, conferences, meetings and other business functions, including booking plane flights and train tickets, and providing driving directions.

· Orders office supplies to maintain sufficient inventory for Executive office use.

· Records submission of documents to PPFA and ensures accreditation documents do not lapse.

· Advises and prepares communications for President & CEO regarding significant major life events of staff, e.g., birthdays, illnesses, births, etc.

· Serves as primary liaison to affiliate’s regular off-site meeting venue; schedules all meetings at Temple Beth El; tracks expenses; ensures prompt payment; and that requests for certificates of insurance are fulfilled.

Board Affairs Manager:

· Serves as facilitator to the President & CEO and members of the Board of Directors.

· Communicates with the membership and leaders of the organization; displays co-operative behavior.

· Coordinates and facilitates meetings and logistics of the Board of Directors. Attends and takes minutes of meetings, both in the office and at other locations, including committee or task force meetings.

· In conjunction with the President & CEO, schedules and organizes educational sessions of Board Meetings, including webinars and the annual Board Retreat.

· Under the direction of the President & CEO, coordinates new Board Member orientation programs, including scheduling annual program, preparing orientation materials, preparing power point presentations, scheduling tour of a health center, coordinating catering, assuring all AV equipment is secured and working, etc.

· With the President & CEO, coordinates, creates ad hoc agendas for, participates in and facilitates meetings of the Board and assigned Committees of the Board.

· Prepares / develops board packets; recommends changes as necessary; photocopies packets and posts materials to the Board Intranet.

· Ensures timely preparation and distribution of Board meeting packets in compliance with Bylaws.

· Responsible for continued development and maintenance of PPHP Board Intranet site. Trains new board members and retrains current board members on use of the Intranet.

· Acts as staff liaison to the Board Development/Nominating Committee; coordinates all candidate recruiting activities; records minutes.

· Serves as liaison on adhoc committees, tasks forces, etc., as assigned by the President & CEO.

· Works with Board or Committee Chair and President & CEO on Board evaluations, profiles and Board attendance reports.

· Responsible for preparation and submission of PPFA annual Board Indicator Review component of accreditation process. Reviews Bylaws and Board policies for ongoing compliance with PPFA Indicators and makes recommendations to President & CEO for changes to Bylaws and policies.

· Prepares and submits (1) board list; (2) minutes of board meetings; (3) minutes of Executive Committee meetings; and (4) other affiliate documents in compliance with PPFA schedule.

Non-Essential Functions:

Provides coverage for Executive Assistant for Operations/Patient Services during lunch breaks and vacation, as needed.

Supervises office support volunteers for the Executive Office.

Manages special projects as assigned by President & CEO.

Assumes additional responsibilities as assigned by the President & CEO, or designee.

· Regularly checks personal PPHP email account for important affiliate-related communications, at least every 24 hours.

Non-Essential Functions:

Provides coverage for Executive Assistant for Operations/Patient Services during lunch breaks and vacation, as needed.

Supervises office support volunteers for the Executive Office.

Manages special projects as assigned by President & CEO.

Assumes additional responsibilities as assigned by the President & CEO, or designee.

· Regularly checks personal PPHP email account for important affiliate-related communications, at least every 24 hours.

$70,000 - $80,000 a year

Skills, Experience, Education and Licensure

· Skills needed include comprehensive computer/internet fluency (Microsoft Suite: Word, Excel, PowerPoint, Outlook, SharePoint); demonstrated event-planning experience; and ability to multi-task with attention to detail. Bachelor’s Degree or equivalent from four-year College; and 5-7 years related experience; or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired. Minimum 5 years executive administrative experience, with proven success supporting a senior executive.

· Office administrative and management skills; principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation; understanding of organization’s rules, policies, and procedures relating to the administration of the organization; basic data processing principles and the use of word processing and computer equipment and software; record keeping, filing and purchasing practices and procedures. Must be resourceful and perform in a professional manner and the ability to work independently, exercise discretion and sound judgment. Accuracy, productivity, dependability and good attendance record are essential.

· Organize, set priorities and exercise sound independent judgment within areas of responsibility; interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies; train others in work processes and procedures; organize, research and maintain complex and extensive office files; compose correspondence from brief instructions; communicate clearly and effectively orally and in writing; prepare clear, accurate and concise records and reports by established deadlines; maintain sensitive and confidential information; use tact, discretion and diplomacy in dealing with sensitive situations and concerned people and customers; establish and maintain highly effective working relationships.

$70,000 - $80,000 annual salary range, depending on years of relevant experience. PPHP offers a comprehensive and competitive benefits package including Medical, Dental, Vision, Life, STD/LTD, Voluntary Benefits, may be eligible for (Paid) Maternity Leave after one year of employment, Tuition Reimbursement Program, Quarterly Bonus program and a 401(k) Plan with a match. The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job posting and may be modified in the future. When determining a team member's base salary and/or rate, several factors may be considered as applicable including location, specialty, service line, years of relevant or relatable experience, education, credentials, budget and internal equity.