Administrative Services Manager

Administrative Services Manager

PLANNED PARENTHOOD ARIZONA INC - 3.5

Phoenix, AZ Job Details Full-time $60,320 - $65,200 a year 16 hours ago Qualifications Confidential information handling Microsoft Excel Operations coordination planning Executive administrative support Productivity software Managing executive calendars Cross-functional collaboration Cross-functional communication Full Job Description SUMMARY The Administrative Services Manager provides high-level administrative, operational, and strategic support to the President/CEO, Senior Leadership Team, and Board of Directors. This role is central to ensuring the effective day-to-day operation of the office, coordination of executive functions, board governance, procurement activities, and donor engagement. The Office Manager serves as a key organizational hub - overseeing office systems and vendor relationships, managing procurement processes, and supporting the full range of operational and administrative priorities across departments. The employee whose signature appears above agrees to be accountable for the

ESSENTIAL DUTIES AND RESPONSIBILITIES

listed below; other duties may be assigned:

DIRECT RESPONSIBILITIES

Office & Administrative Operations Oversee and manage day-to-day office operations, ensuring a well-organized, efficient, and professional work environment. Supervise administrative services, including mail distribution, reception coordination, supply management, and internal systems. Maintain contracts, organizational files, and documentation in compliance with applicable standards and regulations. Support process improvements to increase operational efficiency and service quality. Assist with staff engagement activities and internal events. Serve as secondary point of contact for facility-related needs and coordinate with the Director of Facilities as appropriate. Procurement & Vendor Management Coordinate procurement of office supplies, equipment, and services in alignment with budgetary and organizational guidelines. Research vendors, solicit quotes, and evaluate options to ensure cost-effective purchasing decisions. Maintain vendor relationships and contracts; track renewals, deliverables, and service levels. Process purchase orders and invoices; coordinate with finance/accounting to ensure timely and accurate payment. Maintain an organized inventory of office and operational supplies; anticipate needs and manage reorder cycles. Ensure all procurement activity complies with organizational policy and applicable regulations. Executive & Leadership Support Manage complex and dynamic calendars for the President/CEO and support Senior Leadership Team scheduling needs. Coordinate travel, meeting logistics, agendas, and briefing materials. Prepare, review, and edit correspondence and materials on behalf of executive leadership. Research, prioritize, and respond to sensitive or high-level requests. Support Senior Leadership Team meetings, all-staff meetings, and internal communications, including preparing agendas and recording minutes. Track department expenses, timekeeping, and administrative processes. Board Relations & Governance Serve as primary liaison for the Board of Directors, providing scheduling, communication, and administrative support. Coordinate all Board and committee meetings, including logistics, materials, and minutes. Maintain Board portal, records, and governance documentation in compliance with bylaws and regulatory standards. Support Board recruitment, onboarding, orientation, and annual documentation processes. Track Board terms, engagement, and demographics to support governance planning. Coordinate Board participation in organizational and fundraising events. Fundraising & Donor Engagement Support the Development Team in executing fundraising strategies to meet revenue goals. Cultivate and maintain relationships with individual and corporate donors. Conduct donor research and support donor cultivation planning. Assist with sponsorship outreach and donor stewardship activities. Develop and distribute donor communications in alignment with branding and organizational standards. Events & Campaign Management Assist in leading, planning, and execution of fundraising and stewardship events. Assist in managing event logistics, including venue selection, contracts, catering, marketing, registration platforms, and audiovisual production. Assist with event communications, invitations, and guest engagement strategies. Support event committees and ensure successful onsite execution. Donor Operations & Data Management Document contacts in donor database (e.g., Salesforce), including gift processing, reporting, and list generation. Draft and process donor acknowledgements, tax receipts, and stewardship materials. Manage development email campaigns and mass communications. Ensure accuracy, integrity, and confidentiality of donor and organizational data. Grants, Projects & Cross-Functional Support Support grant development through research, data analysis, budgeting, and narrative preparation. Participate in donor and funder meetings, interviews, and reporting processes. Support special projects for executive leadership and development initiatives. Collaborate across departments to support organizational priorities. Other Requirements Commitment to the organization's mission, values, and culture. Exceptional organizational skills and attention to detail. Strong written and verbal communication skills with professionalism and diplomacy. Ability to manage multiple priorities and meet deadlines in a fast-paced environment. High level of discretion with confidential and sensitive information. Ability to work independently and collaboratively across teams. Strong relationship-building skills with diverse stakeholders (donors, board members, and staff). Willingness to travel and work flexible hours as needed. Completes other special projects and department deliverables as assigned by members of the senior leadership team. Actively participates in the Accreditation process to ensure compliance with Elements of Performance (EOP), medical standards and guidelines, and all applicable state and federal regulations. Participates in supporting grants and donations through program narratives, budgets, data queries, analysis, and participation in interviews with grantors and meetings with donors. Actively participates in training, orienting, and cross-training co-workers, managers, and staff on processes and procedures in compliance with organizational standards and guidelines.

Required Education:

Bachelor's degree in Business Administration, Management, or a related field preferred.

Required Experience:

Minimum of 3 years of experience in an administrative or operations role, preferably within a healthcare or nonprofit organization. Proven experience in coordinating executive-level operations and supporting senior management. Experience in managing complex schedules and organizing high-level meetings and events.

Required Skills and Abilities:

Excellent organizational and multitasking skills, with the ability to prioritize tasks effectively. Strong communication skills, both written and verbal, with the ability to interact professionally with diverse groups. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software applications. Ability to maintain confidentiality and handle sensitive information with discretion. Strong problem-solving skills and the ability to work independently in a fast-paced environment. Demonstrated ability to work collaboratively within a team and foster positive working relationships.