Executive Assistant

Executive Assistant

Join us in transforming lives every day. At OneLegacy, every moment counts. As the nation's largest organ, eye, and tissue recovery organization, we are dedicated to saving lives and sharing hope. Guided by our values of integrity, compassion, stewardship, diversity and inclusion, urgency, innovation and excellence, and collaboration, our team works tirelessly to honor every gift of donation. This is more than a job; it's an opportunity to make a profound impact on countless lives.

This is the career in medicine that you never knew existed. An exciting and rewarding profession in the field of organ and tissue donation, where you can truly save lives and make a difference every day.

Job Type: Full-time, Exempt.

Work Hours: Exempt employees shall be paid an established salary on a bi-weekly basis and are expected to fulfill the duties of their position regardless of hours worked. The workweek for full-time exempt is normally considered to be 40 hours; however, greater emphasis is place on meeting the responsibilities assigned to the position than on working a specific number of hours. Exempt employees are not eligible to receive overtime compensation. Must be available evenings, holidays and weekends as required.

Work Setting: In-person and Field Service Area

Location: Azusa, CA

Travel: Occasionally required to travel by personal air our auto to meeting sites and other locations.

Summary of Functions: Executive Assistant (EA) to Chief Clinical Officer is responsible for providing an advanced level of administrative and operational support. This position requires considerable professional skills to assist with highly confidential financial and personnel documents, as well as, preform highly complex administrative duties for the Operations division. The EA operates in a professional and fast paced business environment which requires that the Executive Assistant can anticipate the needs of their assigned leaders. The EA works predominantly with the Chief Operating Officer/Chief Information Officer (COO/CIO) and frequently with the Chief Executive Officer, Board of Advisory, Board of Directors and various organ committees in executing both internal and external administrative projects. The EA's primary role is to relieve Operations leadership of administrative details by performing diverse and confidential administrative support including composing overseeing assigned Operations managers' projects or activities, coordinating their daily schedules/calendars and ensuring leadership is prepared and on time for various meetings and activities; communicating on behalf of their leaders' behalf to internal and external management and/or authorities and/or OneLegacy line management to gather/convey relevant information pertaining to projects, tasks, critical project deadlines and statistical data.

Duties & Responsibilities:

• Performs advanced and complex administrative duties.
• Provides follow-up on assignments given to Operations managers; communicates timely updates to all project shareholders weekly (daily when appropriate).
• Takes shared ownership of all Operations manager's short- and long-term project, ensuring that all projects/tasks are on schedule, and provides ongoing accurate timelines to all project shareholders.
• Responds to inquiries for information and/or follow-up and refers to appropriate person(s).
• Coordinates meetings/agendas, interviews and appointments for the COO/CIO and his/her assigned Operations managers, as required.
• Schedules and attends staff and committee meetings, creates agendas, takes minutes and timely distributes minutes/agendas.
• Acts as the Operations Manager's department liaison, coordinating administrative support and/or communications between Operations and other OneLegacy departments/leadership.
• Supports and coordinates local OneLegacy conferences; plans and coordinates registration, travel arrangements and accommodations for Operations staff, attending national conferences, as assigned.
• Initiates, prepares and edits written materials, correspondences (letters, memos, etc.) and reports, and spreadsheets, on behalf of the COO/CIO and/or Senior Leadership.
• Sets up and maintains established files (manual or electronic, various OneLegacy Portal), insuring security of confidential documents and information.
• Assists in creating presentations and reports; including but not limited to: a. Creates and maintains files of presentations and reports. b. Copies presentation packets as requested. c. Prepares meeting documents for guest speakers as needed. d. Provides logistical support for presentations and attends meetings if needed. e. Creates Excel data spread sheets. f. Creates PowerPoint presentations.
• Prepares and maintains statistical, research studies and financial records in manual and/or electronic format, as required.
• Researches and compiles data reports for operations, various committees, clinical meetings and Board of Directors/Advisory Meetings.
• Requests, collects, and tracks special OPO and transplant center data for statistical reporting purposes.
• Orders supplies, office furnishings, and equipment; negotiates pricing and reviews contracts associated with these purchases.
• Assists with managing Operations managers' budgets by monitoring expenditures and obtaining appropriate leadership sign-off.
• Attends department staff meetings, annual hazard communication and control safety training sessions for Cal-OSHA and other training programs, as needed.
• Supports the organization's Standards of Professional Conduct as outlined in the OneLegacy Policies and Procedures, and the mission, vision, and values of the organization.
• Performs other duties as assigned.

Fiscal Responsibilities:

• Oversees their assigned administrative American Express issued credit card; monitors and tracks their monthly expenses for purchases made on behalf of their assigned department(s) for routine administrative expenses (i.e. ordering of meals for meeting, special purchase for department meetings/events, etc.).
• Oversees the travel arrangements for the COO/CIO, Executive Leadership and occasionally, Senior Leadership and/or special guests' travel arrangements (flights, car rental, lodging, etc.).
• Stays within assigned annual monetary meal expenses for monthly catering functions.

Secondary Job Functions:

• Maintains professional growth and development through continuing education and in-service meetings.
• Assists in training new executive assistant or administrative staff.
• Provides administrative support to organ committees, Board of Directors, Advisory Meetings and OneLegacy Leaderships.
• Assists with special projects such as office relocations, office build outs, and all assigned budgetary restrictions and logistics.

Skills and Abilities:

• Must have the ability to analyze situations and adopt appropriately.
• Ability to assume responsibility without direct supervision, exercise initiative and judgment, and make decisions within the scope of assigned authority.
• Ability to maintain confidentiality of all information pertinent to donors, OneLegacy statistical data, finances, and personnel matters.
• Compassion, patience, and empathy working with people in crisis and those in grief.
• Ability to honor and be sensitive to cultural, ethnic, religious, and socioeconomic diversity.
• Flexibility and ability to be productive and work with interruptions.
• Great communication skills, written and oral.
• Highly professional interpersonal skills, including the ability to create a positive impression and to deal courteously with all levels of management, staff, hospital personnel, vendors, and the general public through telephone, written and in-person communications.
• Advanced MS Office Suite software programs, and have the ability to perform complex word processing, spreadsheets, databases, PowerPoint presentations, and graphics programs.
• Ability to review, prepare, and/or edit complex documents or communications.
• Ability to multi-task, prioritize and bring projects and tasks to completion in a timely manner, essential.
• Must have dictation and transcription skills.
• Must have strong organizational, detail and time management skills, as well as the able to prioritize a variety of time-sensitive tasks.
• Demonstrates dependability and sense of urgency.
• Ability to work in fast paced environment.
• Must be creative, enthusiastic and can switch gears effectively.
• Extensive calendar organization skills and handling of high volume of phone calls and emails.
• Knowledge of medical terminology is helpful.
• Ability to sit for prolonged periods of time while performing tasks.
• Must have legible handwriting and good telephone etiquette.
• Should be able to recognize limits/boundaries and seek appropriate help when needed.
• Flexibility and willingness to learn new tasks is required.

Physical Environment/Working Conditions:

Location: Azusa. The office is a nonsmoking facility. Travel: Occasionally required to travel by personal air our auto to meeting sites and other locations. Work Hours: Exempt employees shall be paid an established salary on a bi-weekly basis and are expected to fulfill the duties of their position regardless of hours worked. The workweek for full-time exempt is normally considered to be 40 hours; however, greater emphasis is place on