Executive Assistant to the CEO (Region 1: Covington area) - LOPA

Job Title: Executive Assistant to the CEO

Department: Administration

Reports to: Chief Executive Officer

Exemption: Non-Exempt

Date Revised: October 2024

Position Summary

The Executive Assistant to the CEO (EA) provides executive and regional leadership support to the Chief Executive Officer and Chief Legal Officer. The EA collaborates in close partnership with the CEO and CLO to handle administrative tasks, prioritizes correspondence, and manages scheduling to support leadership focusing on decision-making and executive responsibilities. This role frequently serves as the communication link between the executive leadership group and the organization’s governing board.

Essential Functions

Assistant Duties

• Manage calendars and coordination of appointments, meetings, and travel for the CEO and CLO.

• Schedules, coordinates, and supports assigned leadership meetings and events, including logistics, as well as other assigned meetings.

• Responsible for attendance at and documentation of meetings, including attendance records, meeting agendas, and generation of meeting minutes in accordance with LOPA standards.

• Supports assigned leadership in preparation for all meetings, including collecting and developing agenda items, preparing presentation materials and handouts, drafting presentations and other electronic documents, and logistics including ensuring the meeting venue is prepared and hospitality/AV is in order.

• Anticipates meetings that need to occur, internally and externally, based on current activities and priorities.

• Handles incoming/outgoing mail and phone calls for the CEO and CLO.

• Types, proofreads and edits letters, reports, contracts, informational materials and other documents. Takes the initiative to construct correspondence to respond to routine issues and frequently asked questions.

• Creates effective presentations for internal and external stakeholders that may incorporate visually appealing graphics, charts, and multimedia elements.

• Ensures presentations adhere to brand guidelines.

• Planning and execution of all meetings, travel, special projects, special events, large group meetings and other administrative assignments as delegated by assigned leadership.

• Participates in Leadership meetings and other administrative meetings as necessary.

• Handles sensitive information in a professional and confidential manner. As necessary, escalates issues to appropriate individuals.

• Acts as custodian of corporate documents and records.

Board of Directors Duties

• Cultivates and maintains positive relationships with board members to facilitate effective communication and collaboration.

• Schedules meetings for the Board of Directors and all committees of the Board of Directors, in coordination with LOPA meeting schedule.

• Coordinates meetings and logistics for the Board of Directors and all committees of the Board of Directors, as well as any other meetings as assigned.

• Responsible for setting up and taking down meetings, including catering if required.

• Responsible for attendance at and documentation of meetings, including attendance records, meeting agendas, and generation of meeting minutes in accordance with LOPA standards.

• Responsible for detailed documentation of Board of Director and Board of Director committee member contact information, agreements, and other required documentation and records.

• Responsible for maintaining the LOPA Board Portal and all associated files.

• Supports new board member orientation and onboarding by providing necessary information and resources to ensure a smooth transition.

Job Role Expectations

• Participates in Administrative team project work, including event support, as needed.

• Participates in one donor family or community event per year.

• Promotes a positive first impression of LOPA in all interactions with visitors, phone contacts, and in written communications including online communication.

• Assists in special projects and duties as assigned.

Organizational Expectations

• Embodies LOPA core values of being selfless, authentic and passionate.

• Participates as an active member of the team and meets departmental expectations.

• Timely completion of all required educational training, tasks and SOP reviews as assigned.

• Use constructive and positive communication.

• Holds self and others accountable.

• Is respectful and can work with a diverse group of people.

Knowledge, Skills & Abilities

• Strong administrative, organizational, and interpersonal skills with attention to detail and accuracy.

• Intermediate level of proficiency with Google Suite, Microsoft Office Suite, and cloud-based applications.

• Strong team orientation and ability to work interdependently with teammates while completing individual results.

• Ability to use critical thinking, analyze situations and make informed decisions.

• Ability to meet expectations around deadlines.

• Demonstrates a self-starter attitude and takes the lead on tasks and projects.

• Ability to manage priorities with general to limited supervision. Ability to proactively plan and communicate workload and need for resources.

• Ability to apply common sense understanding and show initiative to solve problems.

• Ability to communicate effectively, both written and verbal, for a wide variety of audiences.

• Ability to effectively present information in one-on-one and small group settings.

• Ability to maintain confidentiality of highly sensitive materials and conversations.

• Excellent typing and computing skills.

• Detail-oriented and ensures accuracy and thoroughness in all tasks.

• Ability to adapt to using a variety of software applications and productivity tools.

Role Progression

• This role may be eligible for progression to a manager or Director position if one is made available. Promotion will be at the discretion of the Executive team.

• Additional opportunities for lateral movement are possible if skills and performance meet role requirements.

Work Environment

• Possible exposure to communicable diseases, bloodborne pathogens, airborne illnesses, hazardous materials, pharmacological agents with little likelihood of harm if established health precautions are followed.

• May, at times, have exposure to blood, packaged organs and tissues for transplant and/or research in a hospital setting or while in the office.

• Some in-state travel required.

Physical Demands

• Ability to communicate effectively through in-person and verbal avenues.

• Considerable time spent sitting.

• Repeating motions that may include the wrists, hands and/or fingers.

• Use of fine motor skills.

• Doing work that requires visual acuity.

• Operating motor vehicles or heavy equipment.

• Assessing the accuracy, neatness and thoroughness of the work assigned.

• Sedentary work that primarily involves sitting/standing.

• Medium work that includes moving or lifting objects up to 50 pounds.

Work Hours

Full time, hourly position. Office hour expectations are typically 8:30am - 4:30pm with flex time available at the discretion of the direct supervisor. Attendance outside of normal office hours is required for weekend meetings and events.

Education and Experience

• Minimum of five (7) years administrative support experience required

• Minimum of two (2) years facilitating effective board of directors or external customer communication and collaboration

• Bachelor’s degree in Business, Public Administration, Communication, Health Care, or related field is preferred.

• Paralegal experience preferred.

• Demonstrated experience performing successfully in internal customer-service based roles.

• Experience working effectively in a team environment with other administrative assistants and staff supporting a leadership team.