Executive Assistant, Memorial Blood Centers

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, mail merge) by inputting, editing retrieving, copying text/data, and graphics as requested/needed.
• Cookout 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• Provides historical reference by developing and utilizing file retrieval systems, recording meeting discussions and actions.
• Cookout 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 Descriptions 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 deliver and report material preparation.

Qualifications

• High school diploma or GED
• Post high school credits or Bachelor's degree preferred
• Three years related experience demonstrating expertise as administrative assistant at executive level
• Demonstrated proficiency of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)

Skills

• 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, i.e. printers, fax machine and telephone system
• Ability and willingness to work cooperatively with others
• High degree of discretion dealing with confidential information

Benefits

• Comprehensive benefits (including medical, vision, dental, paid time off, and sick days)
• The opportunity to participate in a 403(b)-retirement plan with a generous employer contribution