Administrative Assistant to Senior Leadership

Responsible for providing comprehensive administrative support to the Chief Administrative Officer (CAO), Chief of Laboratory Services (CLS) and Sr. Director of Information Technology Services (SDITS) with a heavy focus on project management support.   

ESSENTIAL JOB FUNCTIONS

1. Provides comprehensive administrative support for the CAO, CLS and SDITS.
2. Serves as first line of contact for general information and/or project-specific information when Senior Leaders are unavailable. Provide feedback and follow-up to Senior Leaders in a timely fashion.  Reports suggestions for improvement in workflow to Senior Leaders.
3. Maintains awareness of Senior Leaders schedules and manages calendars including timely review of upcoming meetings, providing support for upcoming meetings, scheduling meetings, as requested, providing data and/or preparing or other needed resources in preparation for meetings.
4. Prepares agendas, notices, minutes for meetings, as requested. Ensures minutes are posted/secured in a timely manner.
5. Creates and maintains database information, spreadsheets and presentation files for Senior Leaders.
6. Collaborates with Senior Leaders to provide high-level project coordination and any other duties as assigned by Sr. Leaders.
7. Coordinates conferences, symposiums, and other functions sponsored by Midwest Transplant Network, including travel to meetings with Senior Leaders.
8. Coordinates conferences, workshops and other functions of external MTN partner organizations at MTN facilities, including food/beverage, hotel and travel.
9. Coordinates travel arrangements for Senior Leaders, as requested.
10. Prepares requisitions, as requested.
11. Prepares expense reports for Senior Leaders, as requested.
12. Coordinates daily the timely collection and distribution of Senior Leaders’ outgoing and incoming mail.
13. Maintains confidentiality of all corporate and personnel matters.
14. Orders and maintains office supplies for Administration.

SECONDARY FUNCTIONS

1. Coordination of special organizational events or activities.
2. Serves as back-up to other Administrative Assistants as needed.

QUALIFICATIONS AND RECOMMENDATIONS

1. Bachelor’s degree, or equivalent experience required.
2. Previous experience in Sr. Leader or Executive administrative support.
3. Ability to self-motivate, function autonomously, think creatively and work effectively with many different personality types.
4. Possesses excellent interpersonal, verbal and written communication and critical thinking skills.
5. Proficient in Microsoft Office Suite and related software.
6. Adaptable, dependable and ethical.
7. Possess strong problem solving skills with ability to monitor own work for accuracy and thoroughness.
8. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
9. Ability to maintain a high level of integrity and discretion in handling confidential information.
10. Ability to prioritize and plan work activities and use time efficiently.
11. Must maintain a valid driver’s license in accordance with MTN motor vehicle policy.  Must have reliable personal automobile transportation to be used with company reimbursement using IRS guidelines.  Must be able to travel within the service area by ground or air.
12. Ability to work a minimum of 40 hours per week, including some nights and weekends for meetings.
13. Ability to lift 50 pounds and transfer short distances.
14. Possess ability to operate telephones, computers and phone equipment.
15. Ability to communicate clearly, diplomatically and accurately to convey information to MTN stakeholders in person, by phone and through documentation.
16. OSHA Category III – No exposure to bloodborne pathogens while performing assigned job duties.
17. Home internet and wireless phone access may be required.

MTN BEHAVIORAL COMPETENCIES

Belonging: Intentionally connects with colleagues by embracing differences and finding commonalities to create a workplace where all employees feel safe and genuine at work. Models the philosophy that lived experiences make individuals unique by respecting and seeking to understand beliefs, values and opinions that are new or different from their own. Represents through actions and influence, the idea that diverse perspectives make MTN stronger as we serve our mission.

Respect: Builds a positive and supportive foundation inviting open, honest, and clear communication. Fosters a sensitive, supportive, and trustworthy environment, which promotes active listening and strengthens rapport throughout all interactions. Cultivates teamwork through acceptance and inclusion by valuing differences and empowering strengths.

Excellence: Demonstrates excellence by going above and beyond, while maintaining compassion and humility in all interactions. Demonstrates a high rate of achievement and success for the organization through proactive objectives centered on the overall mission and vision. Consistently models a positive attitude, a willingness to help others, and a dedication to improvement. Takes full responsibility for their role and challenges themselves to find workable solutions.

Accountability: Demonstrates the highest ethical standards, by honoring commitments to each other and professional partners. Executes all interactions through honesty and transparency. Demonstrates responsibility and integrity through ownership of the mission. Utilizes resources appropriately.

Leadership: Empowers, mentors and encourages all staff, while displaying a high-level of professionalism. Demonstrates ability to cultivate teams and relationships through open lines of communication, honesty and respect. Handles challenges with compassion by developing trust through respectful feedback and support. Acts as a resource by providing the tools, which enable others to reach their highest potential.

It is the policy of Midwest Transplant Network (MTN) to provide equal opportunity in employment to all employees and applicants for employment.  No person will be discriminated against in employment because of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, ethnic origin, age, genetic information, disability, protected veteran status, arrest record, or any characteristic protected by applicable federal, state or local laws.  In addition, the organization complies with applicable state and local laws governing non-discrimination in employment in every location in which the organization has facilities.  This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, training, employee activities and general treatment during employment

MTN is committed to complying with state and federal disability laws and makes reasonable accommodations when requested by a qualified applicant or employee with a disability to enable the applicant or employee to be considered for the position they desire, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation would impose an undue hardship on the operation of MTN’s mission.