The Executive Administrative Assistant (EA) provides comprehensive, high-level administrative support to the Extended Senior Leadership Team (ESLT), which includes the CEO, Vice Presidents, and Directors. This role requires a proactive individual with strong organizational skills to manage complex schedules, coordinate meetings, and facilitate effective communication within the team. The EA also supports the Governing and Advisory Boards, ensuring smooth operations and efficient collaboration among board members. This position is essential for enhancing productivity and fostering strategic initiatives within the organization.
ESSENTIAL JOB FUNCTIONS
High-Level Administrative Support:
- Serve as the primary point of contact for assigned ESLT members, managing their calendars, scheduling meetings, and coordinating travel arrangements.
- Prepare and organize documents, presentations, and reports for meetings and presentations, ensuring all materials are accurate and ready in advance.
- Draft, proofread, and manage correspondence on behalf of the ESLT members, ensuring clear and professional communication with internal and external stakeholders.
- Prepares and manages expense reports for members of the ESLT and Surgical Organ Recovery Specialists (SORS).
Meeting Coordination:
- Manages our organizational Meeting Operating Agreements and partners with business operations teams to ensure productive hybrid meetings and support for all participants.
- Organize and support ESLT meetings, including setting agendas, taking minutes, and following up on action items.
- Coordinate logistics for board meetings, including scheduling, preparing materials, and ensuring all technical requirements are met.
- Partners with organizational teams to help coordinate and facilitate all-staff events, leadership meetings and other employee meetings as requested.
Support for Governing and Advisory Boards:
- Works closely with the President & CEO and the General Counsel and Vice President, Administration to support strong governance practices.
- Assist in the preparation of meeting materials for the Governing and Advisory Boards and their committees, including agendas, reports, and presentations.
- Maintain accurate records of board member communications and board documents and including meeting minutes.
Project Management:
- Support special projects as directed by ESLT members, ensuring deadlines are met and objectives are achieved.
- Track project progress and prepare updates for the ESLT, highlighting key milestones and potential roadblocks.
Confidentiality and Discretion:
- Handle sensitive information with the utmost confidentiality and professionalism, understanding the importance of trust and integrity in the role.
- Organizes and maintains filing systems and electronic records.
- Manages corporate records, contracts and general files and provides oversight for the master administrative files for the entire organization and manages procedures for the retention, protection, retrieval, transfer, and disposal of historical records via Iron Mountain Data and Records Services.
Team Collaboration:
- Work closely with other administrative staff and departments to streamline processes and enhance overall organizational efficiency.
- Participate in team meetings and contribute to a positive, collaborative work environment.
- Maintains working relationships with key individuals and organizations including vendors, board members and business partners as identified.
- Coordinates Alaska Airlines EasyBiz program for the organization.
- Provides general support to visitors and office staff as needed.
Supervision
This position has no formal supervisory responsibility. This position serves as an advisor and consultant for the organization and coach and mentor for other positions in the department.
Other Responsibilities:
- Participates in, and may lead, employee committees and events.
- Will follow other instructions/directions and will perform other related duties as required by the needs of the company and the management team.
- Complies with applicable laws, regulations, and LifeCenter policies and procedures.
KNOWLEDGE, SKILLS, ABILITIES
- Highly reliable and trustworthy and conducts role responsibilities with professionalism, discretion, and confidentiality.
- Able to work independently and set priorities without regular supervision.
- Ability to prioritize tasks and manage time effectively in a fast-paced environment.
- Collaborative with ability to professionally engage with staff at all levels within and outside LCNW and exercise good judgement.
- Proven high level of emotional and social intelligence and interpersonal skills.
- Proficiency in Microsoft Office Suit (Excel, Word, Outlook, Teams and PowerPoint) and other relevant software tools.
- Exceptional organizational skills and attention to detail.
- Strong verbal and written communication skills.
- Proactive and anticipates needs and takes initiative to address them.
- Flexible and adaptable in handling changing priorities and deadlines.
- Ability to function and complete work with competing priorities and expectations.
- Excellent communication skills, including the ability to prepare correspondence and presentations and convey information clearly and confidently.
- Ability to make informed decisions quickly, often with limited information.
BEHAVIORAL REQUIREMENTS
The employee in this position must uphold the core values of LifeCenter; these include:
- Integrity: We are trustworthy, reliable, respectful, and accountable.
- Collaboration: We work in partnership with others, seeking to understand and be understood, and finding common ground and shared goals to build upon together.
- Courage: We take personal responsibility and face challenges head-on.
- Service: Through professionalism and dedication, we honor our commitment to serve others and our obligation to be good stewards of the gift of life.
Physical Activities/Requirements
- The individual must have the ability to communicate clearly using the English language to accurately convey information and be able to hear at normal speaking levels both in person and over the phone.
- Travel requirements out of the general work area are infrequent.
- This position requires the ability to effectively operate phones, computers, and other office equipment.
- Specific vision abilities required by this position include close vision and the ability to adjust focus.
- Generally, working conditions do not require exposure to hazardous materials nor extremes in health and safety hazards. Work is normally performed in an office or hospital setting, as well as other business environments.
- The employee is required to move up to 25 pounds with or without assistance.
ANTICIPATED WEEKLY TIME COMMITMENT
This position may need to work outside of regular business hours, including evenings and weekends, sometimes without advance notice.
EDUCATION, EXPERIENCE & JOB REQUIREMENTS
- 7-10 years of experience in an executive administrative support role, preferably within a corporate or nonprofit environment required.
- Experience working with senior executives required.
- Previous experience in a non-profit or healthcare organization preferred.
- Bachelor’s degree in business administration, communications, or a related field preferred.
- Relevant work experience can be considered and substituted for academic requirements or a combination of education and work experience.
- Proof of COVID-19 vaccination or applicable medical or religious exemption will be required as a condition of employment upon offer.
