Executive Assistant

**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, Exc…