Administrative Assistant

TITLE : Administrative Assistant

LOCATION : Ann Arbor, MI

REPORTS TO : Chief Experience Officer

PAY RATE : $ 23.50

SCHEDULE : Approximately 37.5 hours per week - Monday through Friday

POSITION PURPOSE : this position will provide comprehensive administrative support and services to facilitate the efficient operations of the People, Culture & Equity and Risk & Compliance department.

This position requires a highly organized individual who can manage multiple tasks, work collaboratively across teams, and maintain confidentiality.

The Administrative Assistant will play a pivotal role in coordinating activities, supporting key projects, and ensuring smooth operations across these departments.

This position provides excellent customer service to both the internal and external customers aligning with our shared In This Together service standards, accreditation and other legal or regulatory requirements and workplace values.

If you love the idea of making an impact on your community with a strong mission-oriented organization, we want to hear from you! You will be an integral part of our culture which fosters a commitment to our workplace values : respect, caring, support, teamwork, collaboration, accountability and responsibility.

QUALIFICATIONS :

Experience & Education Required

• Experience as an administrative assistant or similar position
• High school diploma or equivalent
• Any equivalent combination of experience, education, and / or training approved by Human Resources.

Skills Required

• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Operating standard office equipment and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to work collaboratively across multiple teams.
• Excellent time management and prioritization skills.
• Strong interpersonal and communication skills.
• Flexibility and adaptability in a dynamic work environment.
• Experience in supporting HR, learning and development, DEI, or compliance functions is a plus.
• Strong attention to detail and a proactive, problem-solving attitude.
• Fundamental concepts, practices and procedures used in effective and efficient administration and utilization of development software / database applications.
• Operating standard office equipment and using required software applications including Microsoft Office.

BENEFITS : Medical, Dental, Vision, STD / LTD / Life and ADD, FSA, Generous PTO program and free healthcare at PPMI clinics for you and your immediate family!

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES :

General Administrative Support

• Provide administrative support to the CXO, including calendar management, meeting and event coordination, travel arrangements, communication handling, logistical support and follow-up.
• Prepare and edit documents, agendas, meeting minutes, reports, project materials, presentations, and correspondence as requested for executive review.
• Coordinate and manage office operations, including organizing files, maintaining supplies, and ensuring smooth workflow.
• Screen and prioritize incoming requests for the CXO and provide proactive follow-up.
• Provides administrative support to the accreditation project team.
• Monitor deadlines, track project progress, and ensure timely completion of deliverables.

HR Team Support

• Maintains personnel records including filing. Assists with file audits and other audits or surveys to ensure compliance with accreditation, regulatory and legal standards.
• Support HR-led initiatives along with gift and award distributions. Coordinates internal communications and employee surveys as part of HR projects.
• Generates monthly reports and compliance from various platforms and systems as required including OIG, employee rosters, birthdays, anniversaries, and others as needed.
• Responds to general information requests such as employment verifications.

Culture & Equity Team Support

• Support initiatives related to diversity, equity, and inclusion (DEI), including assisting with events, meetings, and communications.
• Help with organizing company-wide cultural activities and celebrations.
• Track progress and documentation related to DEI programs and initiatives.

Risk & Compliance Team Support

• Assist the Risk and Compliance team with meeting coordination, document management, and maintaining compliance records.
• Support policy updates, training, and communications related to company risk and compliance procedures.
• Help ensure regulatory filings, audits, and reports are completed on time and in accordance with company policies.
• All other duties, requests and assignments as determined by the CXO.

Planned Parenthood of Michigan has implemented a mandatory vaccination policy requiring COVID-19 vaccinations including boosters when eligible for all employees.