The Role
Provide high-level administrative support to the CEO, including calendar and travel management, drafting communications, expense reporting, and coordinating executive and board meetings. Serve as primary liaison to the Board of Directors, prepare meeting materials, take minutes, maintain confidential records, and support special projects and executive team coordination in a mission-driven nonprofit environment.
Summary Generated by Built In
WHO WE ARE
Planned Parenthood Association of Utah (PPAU) is a non-profit family planning agency and a leader in sexual and reproductive healthcare, advocacy, and education in the state of Utah. We provide high-quality, affordable sexual and reproductive health care for Utahns/people in six health centers across the state.
At PPAU, care is much more than the health, education, and advocacy services we provide; it’s the way we approach our world with compassion and a constant desire to improve. We care with kindness, respect, and are passionate about helping adults and teens of all genders, sexual orientations, races, religions, ethnicities, abilities, and cultural backgrounds lead healthy lives.
The Executive Assistant supports the CEO of Planned Parenthood Association of Utah (PPAU) by managing daily administrative operations, including scheduling, internal and external communications, and preparation of materials for meetings and presentations. This role also coordinates CEO travel logistics and manages expense tracking and reporting. The Executive Assistant role handles sensitive information with discretion and interacts regularly with senior leadership, community partners, and external stakeholders. It requires strong organizational skills, attention to detail, sound judgment, and the ability to prioritize in a fast-paced, mission-driven environment.
The Executive Assistant also serves as the primary liaison to PPAU’s Board of Directors—scheduling meetings, preparing agendas and materials, attending meetings, and recording minutes—while ensuring smooth communication between the CEO, Board, and senior leadership.
Job Duties:
- Manage the CEO’s calendar, including scheduling meetings, appointments, and travel; proactively anticipating needs and resolve scheduling conflicts.
- Serve as the primary point of contact for internal and external communications on behalf of the CEO; draft and edit correspondence, reports, and presentations.
- Coordinate CEO travel arrangements, including booking transportation and accommodations, preparing detailed itineraries, and managing logistics.
- Track, reconcile, and submit expense reports and receipts for the CEO in a timely and accurate manner.
- Serve as the primary liaison to the Board of Directors; schedule board and committee meetings, prepare agendas and meeting materials, attend meetings, and record and distribute accurate minutes.
- Facilitate smooth communication and coordination between the CEO, Board of Directors, and senior leadership team.
- Maintain confidentiality of sensitive information and use discretion in handling communications and documents.
- Coordinate preparation and follow-up for executive meetings, including drafting and distributing agendas for Executive Leadership Team and department head meetings, preparing supporting materials, and tracking action items to ensure timely follow-through.
- Support special projects and initiatives led by the CEO, ensuring deadlines are met and deliverables are accurate and complete.
- Maintain organized filing systems for executive documents, board records, and other administrative materials.
- Greet and support visitors and external stakeholders meeting with the CEO.
- Perform other administrative duties and responsibilities as assigned to support the executive office.
What We're Looking For:
- Bachelor’s degree in business administration, communications, or related field — or equivalent professional experience
- At least 3+ years of executive-level support experience, preferably supporting C-suite executives — nonprofit experience a plus
- Proven track record of specialist executive support: calendar management, travel coordination, and expense reimbursement
- Experience supporting board governance: scheduling, agenda prep, minute-taking, and communication flow
- Excellent written and verbal communication skills; strong diplomacy, tact, and organizational ability
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
- High degree of discretion and ability to manage sensitive and confidential information
- Selfstarter who can work independently, prioritize effectively, and adapt in a mission-driven environment
- Familiarity with board or collaboration platforms such as BoardEffects preferred but not required
- Actively supports and respects diversity, contributing to an inclusive working and service environment.
- Ability to work as part of a team.
- Passion for Planned Parenthood’s mission and commitment to reproductive health and rights.
- Yearly flu vaccination or medical/religious exemption required.
As a mission-driven agency, PPAU is deeply invested in a people-first culture. We believe that exceptional care requires a team as multifaceted as the communities we serve. We welcome every individual who shares our commitment to reproductive freedom and high-quality healthcare.
Your unique path and the perspectives shaped by your lived experiences are what we value most. If you are passionate about doing good and thrive in a collaborative environment, we encourage you to apply—regardless of where your professional journey began. We look forward to hearing your story and seeing how your background can help us provide compassionate care to all.
WHY WORK AT PPAU?
In addition to competitive wages and a comprehensive benefit package, being part of the PPAU team means providing all Utahns with the opportunity to move through their sexual and reproductive lives as safely, confidently, and healthily as possible.
Planned Parenthood Association of Utah is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment. We do not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic.
Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
Our Commitment to Inclusion, Equity, and Access: PPAU believes sexual health is essential to every person’s overall health and well-being. We are taking focused steps to make progress as an organization that better reflects our patients and embodies cultural humility. We are wholeheartedly committed to this work.
Skills Required
- Bachelor's degree in business administration, communications, or related field, or equivalent professional experience
- At least 3+ years of executive-level support experience, preferably supporting C-suite executives
- Proven experience with calendar management, travel coordination, and expense reimbursement
- Experience supporting board governance: scheduling, agenda preparation, minute-taking, and communication flow
- Excellent written and verbal communication skills; diplomacy, tact, and strong organizational ability
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
- High degree of discretion and ability to manage sensitive/confidential information
- Self-starter who can work independently, prioritize effectively, and adapt in a mission-driven environment
- Ability to work as part of a team and support organizational inclusion and equity
- Passion for Planned Parenthood's mission and commitment to reproductive health and rights
- Yearly flu vaccination or medical/religious exemption required
- Familiarity with board or collaboration platforms such as BoardEffects
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The Company
What We Do
Planned Parenthood Association of Utah (PPAU) is a non-profit family planning agency and a leader in sexual and reproductive healthcare, advocacy, and education in the state of Utah. Its mission is to empower Utahns of all ages to make informed choices about their sexual health, while ensuring access to affordable, quality healthcare and education, and protecting their right to do so across its health centers.
