Executive Assistant, Memorial Blood Centers

Responsibilities

Summary:

This person provides daily administrative support to the Senior Executive Director, as well as Executive Directors, Vice Presidents, and the Operations Leadership Team. Responsible for producing professional, high-quality materials, reports and presentations using a wide range of computer software/databases. Functions as a key member of the team, serving as administrative support to HR, finance, client services, and medical and laboratory services when needed.

Cooperatively assists other departments as requested or assigned.

Schedule: Monday - Friday business hours:
In office position.

Job Responsibilities:

• Set up meetings for Vice President, direct reports, leadership team, and cross-functional teams including producing agenda and ordering refreshments; assist with travel arrangements; support strategic alliances and strategy. Effectively manage the calendar of the Vice President to maximize efficiencies.
• Contract management: CRM, electronic files, paper files, provide support for RFP – formatting (Word, Excel, and PowerPoint) and printing.
• Create and modify documents (letters, reports, spreadsheets, presentations, meeting materials) by inputting, editing, retrieving, copying text/data, and graphics as requested/needed.
• Coordinate leadership training with external vendors or consultants, as needed, by scheduling all meetings, providing directional communication to leaders, providing meals and ideas for travel/hotel.
• Maintains calendars by planning, coordinating, and scheduling meetings, conferences, teleconferences, and travel.
• Provides historical reference by developing and utilizing file retrieval systems, recording meeting discussions and actions.
• Assists with event planning and meeting logistics. May require support at offsite locations.
• Answer phone calls, provide information to callers or connect callers to appropriate people.
• Develop, implement, and improve office policies and procedures.
• HR support:
  Assists with Job Description s on JD templates. Create NEO policy and benefit folders, setup, and NEO presenters’ schedule. Prepare org charts and other HR responsibilities.
• Client services:
  Support customer written communications, prepare PowerPoint presentations for customers, support team meetings (IDT, HS, CS), assist in developing PowerPoint presentations and documents for customer review.
• Physician Services:
  Create and publish all donor related letters that Physician Services distributes. Assists physicians with publication editing, formatting, graphics, and references.
• Marketing and Communications:
  Assist with RFP responses, holiday cards, and Town Hall presentations.
• May provide periodic administrative support to Medical, Finance, and Laboratory Directors on an ad hoc basis.
• May assist other administrative staff with project or overflow work, including but not limited to word processing, data entry, presentations, filing, mail delivery and report material preparation.

Note: The description may include duties performed across departments as needed.

The hourly rate for this position is $27.00 - $33.00/hr.

Education:

High school diploma or GED

Post high school credits or Bachelor’s degree preferred

Experience:

Three years related experience demonstrating expertise as an administrative assistant at an executive level.

Demonstrated proficiency of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)

Other:

• Excellent written and oral communication skills.
• Strong organizational and time-management skills.
• Demonstrated ability to work independently and as a team.
• Knowledge of general office equipment, e.g. printers, fax machine and telephone system.
• Ability and willingness to work cooperatively with others.
• High degree of discretion dealing with confidential information.