Under general direction, this position provides a wide range of executive level administrative support services to the President/CEO and Chief Officers of Vitalant and serves as a liaison to the Board of Trustees. This position independently manages multiple tasks simultaneously and handles matters and materials that are sensitive and confidential nature. Working proactively to anticipate needs, this position coordinates and prioritizes executive communications and develops relationships with key internal and external leaders, representing the executive offices in a positive, professional manner. This position supervises administrative staff (mailroom and receptionist) and reports to the Executive Vice President, Chief Financial Officer.
DUTIES AND RESPONSIBILITIES:
Performs all assigned duties in compliance with internal SOPs and external regulations. Brings compliance issues to the attention of management.
Assures quality customer service to all customers.
Maintains good attendance and punctuality per the absence policy.
Leads, motivates, and develops talent within the organization including, but not limited to, immediate direct reports by coaching, counseling, engaging and evaluating performance.
Provides executive-level administrative support services to the Executive Leadership team, including handling requests for information, resolving administrative issues and inquiries, receiving visitors, and general clerical duties. This includes supporting executive needs with regards to outside roles with industry groups such as AABB, ABO, and ABC.
Arranges meetings with multiple invitees with competing schedules - both virtually, and in-person. Help organize and distribute agendas, meeting materials, and assist with technology needs.
Coordinate travel and related events for meetings.
Prepares and modifies documents, including correspondence, presentations, reports, drafts, memos and emails.
Maintains group distribution lists.
Develops and maintains an organization system for files and/or tracking systems of tasks and projects assigned to executives, ensuring immediate retrieval of information and documents.
Prepares and tracks expense reports including reconciliation of all credit card receipts for Executive team members.
Plan and execute special projects such as departmental, company or board events, offsite meetings, and team-buildings.
Acts as a liaison by communicating directives, instructions and assignments. Follows up on the status of outstanding assignments and projects.
Administrative contact for the Board of Trustees, assisting with meetings, logistics, per diems, event planning and other support.
Administrator for Corporate Travel Program.
Supervises staff services support and mail room responsibilities for enterprise wide mail needs.
Performs all other duties, at the discretion of management, as assigned.
Bachelor's degree or equivalent combination of education and experience required.
Five years of experience in a senior business support or high-level administrative support role required.
Demonstrated experience supporting executives preferred.
Health care experience preferred.
High level proficiency in computer and software skills (Microsoft Word, Excel, PowerPoint, Outlook, WebEx).
Ability to compose and edit correspondence.
Strong organizational skills.
Ability to communicate professionally in writing and verbally across all levels of the organization and with external stakeholders.
Ability to maintain a high level of discretion and confidentiality with internal and external customers/stakeholders.
Ability to work independently and handle multiple tasks simultaneously.
Strong attention to detail.
Effective in working objectively with a diverse group.
Demonstrates initiative and strives to continually improve processes and relationships
Blood Systems Inc. is an equal opportunity employer.
Our organization is an equal employment/affirmative action employer. If you need accommodation for any part of the employment process because of a medical condition or disability, please send an e-mail email@example.com or call 1-844-220-2612 to let us know the nature of your request. A representative will respond to accommodation requests within two business days. Please note that this email/phone number is for medical/disability accommodations only and any other inquiries will not receive a response.
Please see the below information about applicant rights and our commitment to compliance:
EEO is the Law
EEO is the Law Supplement
All candidates who receive a conditional written offer of employment will be required to undergo a pre-employment drug test in accordance with the Company's established guidelines.