Sr. Administrative Assistant Job Northern Kentucky USA,Administrative/Clerical

Location: Northern

At One Legacy, every moment counts. As the nation's largest organ, eye, and tissue recovery organization, we are dedicated to saving lives and sharing hope
. Guided by our values of integrity, compassion, stewardship, diversity and inclusion, urgency, innovation and excellence, and collaboration
, our team works tirelessly to honor every gift of donation. This is more than a job; it’s an opportunity to make a profound impact on countless lives.

Job Type:

Full-time, Non-exempt

Work Hours:

40-hour work week;
Monday
- Friday from 8:30AM-5:00PM. Assigned days and/or shift can be changed according to staffing needs. Must be available evenings, holidays, and weekends as required.

Work Setting:

In-person

Location:

Main office - Azusa, CA. All facilities or locations of One Legacy and in the Donor Service Area (DSA)

Travel:

Occasionally required to travel by personal auto or air to meeting sites and other locations. May be required travel to County Vital Records offices, as needed.

Summary of Functions:

The Senior Administrative Assistant is responsible for providing administrative, clerical, and operational support within the Operations departments.
The SAA serves as the primary point of contact for internal and external customers on all matters pertaining to the Operations and Leadership team. Provides support and assistance with day-to-day department administrative needs such as calendars and travel arrangements, drafting and responding to correspondence, communicating with others, completion of their department expense reports, taking meeting minutes/notes, handling confidential information, and creating/organizing/filing various operations reports and records.

Performs all duties and responsibilities in compliance with One Legacy policies and procedures, regulations as outlined in the Code of Federal Regulations, and other applicable federal, state, and local laws.

Duties and Responsibilities:

Serves as the primary point of contact for internal and external customers on all matters pertaining to the Operations and Leadership team.

Provides a bridge for smooth communication between the Leadership team and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.

Works closely and effectively with the Operations and Leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

Coordinates Operations Leadership meetings to include development of meeting agendas, preparation of meeting packets, scheduling/calendaring meeting room location, notifying intended attendees, and food delivery if applicable. Assist with power point presentations, transcribes meeting minutes, and follow-up action items.

Prioritizes conflicting needs; handles issues expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Assists Leadership with various operational needs such as: updating leadership schedules, coordination of registration of conferences, travel arrangements, and management of related expense reports.

Coordinates contracted labor travel and accommodation needs including the management of related expenses.

Establishes and maintains electronic files ensuring security of confidential information.

Prepares reports, memos, letters, and other documents using Microsoft Office products.

Assists Managers as needed with events as needed:

Presentations, attendance rosters, meeting packets, and coordination of external speakers.
Maintains electronic records of staff compliance with mandatory education.

Attends department staff meetings, annual hazard communication and control safety training sessions, and/or completion of various mandatory online training courses.

Supports staff under the direction of the Leadership team for assigned projects.

Performs other duties as assigned.

Other Responsibilities:

Initiates service calls for Operations’ equipment repairs and/or service call; including but not limited to office photocopiers, fax machines, postage meter machines and other office equipment, when necessary.

Submits online Helpdesk work orders (through IT/IS ticketing system)…