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PPS is an Equal Opportunity Employer. Women and persons of color are strongly encouraged to apply.

Current Opening: Administrative Assistant

Job Summary:

The Administrative Assistant is an organizer, planner, and problem solver and is the first point of contact for people visiting the PPS office or contacting us by phone and email. The Administrative Assistant reports to the President & Executive Vice President, manages aspects of PPS’s office operations, assists in the planning and coordination of in-house training courses and other events, and provides overall administrative support to senior staff.

The Administrative Assistant must be able to self-manage and coordinate the schedules of senior staff who travel frequently; must be capable of prioritizing, multi-tasking, and managing multiple projects; must communicate effectively and facilitate solutions; and be team oriented, able to maintain flexibility to adapt when goals change.  The Administrative Assistant possesses passion for and wants to learn more about cities and public spaces, has a sense of humor, and can effectively function as a strong foundation and support for an often high-spirited creative-thinking office of 30 full-time staff.

Duties & Responsibilities:

  1. Provide in-person and telephone reception at our offices from 9:30am to 5:30pm, Monday through Friday.
  2. Manage and field inquiries through our general email account, including discussing project opportunities with all inbound leads. Help organize mailings and materials to be sent in response to general inquiries as well as requests from donors and foundations.
  3. Organize staff meetings for various working teams, e.g. full staff meetings, project teams, meetings with vendors, prospective clients, members of the Board, general visitors, etc.
  4. Assist the Training Manager in planning and coordinating PPS’ Spring and Fall training courses, including: providing general support to training staff and attendees, ordering food, setting up refreshments, furniture and audio-visual equipment, etc.
  5. Plan and coordinate PPS Board meetings and communications, including recording minutes at Board meetings, preparing Board materials, and coordinating meetings, both in-person and via conference call.
  6. Coordinate and plan speaking engagements for senior staff, including preparing budget agreements, making travel and lodging arrangements, and acting as a liaison between event personnel and PPS staff.
  7. Act as Administrative Assistant to the President, handling his mail and maintaining his calendar.
  8. Pitch in as needed with editing reports and proposals and other needs of project staff. This area to be expanded upon based on the Administrative Assistant’s interests and abilities.


  • Bachelors Degree, degree in urban planning, urban design or urban issues preferred
  • Strong organizational skills
  • Ability to meet deadlines
  • Excellent written and oral communication skills; highly articulate, self-motivated; can lead projects independently from concept to completion
  • Proficient in Microsoft Office and Google Docs. Experience with InDesign, MailChimp, and contact database systems preferred

Salary and Benefits:

  • Salary commensurate with experience
  • Full benefits package included

How to apply:

To apply, email your resume and cover letter to Please put “Administrative Assistant” in the subject of your email or your application will not be considered. Because of the high volume of applications expected, only those candidates considered for an interview will be contacted.




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