Executive Office Coordinator

Founded in 1933 by Pasadena residents dedicated to women's health, PPPSGV is not only among the oldest of Planned Parenthood affiliates—we're also one of the fastest growing. Today, we see over 60,000 patient visits per year and deliver over 15,000 opportunities for sex and relationship education in our schools and colleges.

Planned Parenthood Pasadena and San Gabriel Valley (PPPSGV) is an affiliate or member of Planned Parenthood Federation of America (PPFA) – one of 67 across the country. PPPSGV provides on-the-ground reproductive health care, health education and advocacy for local people across Pasadena and the San Gabriel Valley.

PPFA is a national organization and does not provide direct medical services in local communities, but serves as a resource for policymakers, media and health care providers. PPFA does set medical standards for all Planned Parenthood affiliates in the United States and, in so doing, ensures the high quality healthcare offered by its affiliates.

The local and national organizations conduct independent fundraising campaigns, but work to coordinate these efforts.

To learn more about us, please click on the links below:

About Us | Planned Parenthood Pasadena and San Gabriel Valley, Inc.

Annual Reports | Planned Parenthood Pasadena and San Gabriel Valley, Inc.

The Executive Office coordinator provides confidential administrative support to facilitate the operations of the Executive Office and External Affairs departments, including coordination and support of departmental logistics. This position will spend fifty percent of time supporting the Executive Office, and fifty percent supporting External Affairs. Duties performed are confidential in nature and must be carried out with a high degree of professionalism and flexibility, with the ability to exercise sound judgment.

Advanced administrative function, attention to detail, and organizational skills are critical to this position.

As an Executive Office Coordinator, you will save lives while you:
General Support

• Provides support on scheduling, expense reports and general administrative needs across the Executive Office and External Affairs departments.
• Support with Salesforce data entry
• Maintain and update Intranet for Exec Office and External Affairs Departments
• Coordinate travel arrangements for VP of Advocacy & Equity and VP of Communications and Marketing, such as booking flights, cars, and making hotel reservations
• Provides administrative and project management support for ad hoc projects of the Executive Office and External Affairs Department, as approved by the M of EBA
• Supporting access to abortion care and helping reduce abortion stigma are essential duties of every role at PPPSGV and are integral to advancing our mission.

Exec Office

• Manage President & CEO’s calendar as directed by Manager of Executive & Board Affairs (M of EBA) via Microsoft Outlook
• Schedule President & CEO’s internal and external meetings as directed by M of EBA
• Coordinate travel arrangements for President & CEO such as booking flights, cars, and making hotel reservations
• Support onsite with in-person meetings, and conference calls.
• Support with board meetings, including scheduling, door coverage, and meal set up.
• Provides preparatory and on-site assistance for execution of meetings including: managing meeting set up, break down, and all other room, presentation, and materials set-up as needed.
• Coordinate logistics for board and committee meetings with M of EBA
• Support Executive Office operations in the absence of the M of EBA

External Affairs

• Support with in-person External Affairs quarterly meetings, including meeting coordination, tech support, room booking, ordering food (if needed)
• Work with all people and departments to coordinate internal and…