Administrative Assistant to Senior Leadership

MIDWEST TRANSPLANT NETWORK INC•Westwood, KS

3d•Onsite

About The Position

Responsible for providing comprehensive administrative support to the Chief Administrative Officer (CAO), Chief of Laboratory Services (CLS) and Sr. Director of Information Technology Services (SDITS) with a heavy focus on project management and compliance support. ESSENTIAL JOB FUNCTIONS Provides comprehensive administrative support for the CAO, CLS and SDITS. Serves as first line of contact for general information and/or project-specific information when Senior Leaders are unavailable. Provide feedback and follow-up to Senior Leaders in a timely fashion. Reports suggestions for improvement in workflow to Senior Leaders. Maintains awareness of Senior Leaders schedules and manages calendars including timely review of upcoming meetings, providing support for upcoming meetings, scheduling meetings, as requested, providing data and/or preparing or other needed resources in preparation for meetings. Prepares agendas, notices, minutes for meetings, as requested. Ensures minutes are posted/secured in a timely manner. Creates and maintains database information, spreadsheets and presentation files for Senior Leaders. Assists with Quality Management System document control process, as requested. Collaborates with Senior Leaders to provide high-level project coordination and any other duties as assigned by Sr. Leaders. Provides support in response to regulatory audits in collaboration with CAO and Quality leadership, as requested. Coordinates conferences, symposiums, and other functions sponsored by Midwest Transplant Network, including travel to meetings with Senior Leaders. Coordinates conferences, workshops and other functions of external MTN partner organizations at MTN facilities, including food/beverage, hotel and travel. Coordinates travel arrangements for Senior Leaders, as requested. Prepares requisitions, as requested. Prepares expense reports for Senior Leaders, as requested. Coordinates daily the timely collection and distribution of Senior Leaders’ outgoing and incoming mail. Maintains confidentiality of all corporate and personnel matters. Orders and maintains office supplies for Administration. SECONDARY FUNCTIONS Coordination of special organizational events or activities. Serves as back-up to other Administrative Assistants as needed.

Requirements

Bachelor’s degree, or equivalent experience required.
Previous experience in Sr. Leader or Executive administrative support.
Ability to self-motivate, function autonomously, think creatively and work effectively with many different personality types.
Possesses excellent interpersonal, verbal and written communication and critical thinking skills.
Proficient in Microsoft Office Suite and related software.
Adaptable, dependable and ethical.
Possess strong problem-solving skills with ability to monitor own work for accuracy and thoroughness.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Ability to maintain a high level of integrity and discretion in handling confidential information.
Ability to prioritize and plan work activities and use time efficiently.
Must maintain a valid driver’s license in accordance with MTN motor vehicle policy.
Must have reliable personal automobile transportation to be used with company reimbursement using IRS guidelines.
Must be able to travel within the service area by ground or air.
Ability to work a minimum of 40 hours per week, including some nights and weekends for meetings.
Ability to lift 50 pounds and transfer short distances.
Possess ability to operate telephones, computers and phone equipment.
Ability to communicate clearly, diplomatically and accurately to convey information to MTN stakeholders in person, by phone and through documentation.
OSHA Category III – No exposure to bloodborne pathogens while performing assigned job duties.
Home internet and wireless phone access may be required.

Responsibilities

Provides comprehensive administrative support for the CAO, CLS and SDITS.
Serves as first line of contact for general information and/or project-specific information when Senior Leaders are unavailable.
Provide feedback and follow-up to Senior Leaders in a timely fashion.
Reports suggestions for improvement in workflow to Senior Leaders.
Maintains awareness of Senior Leaders schedules and manages calendars including timely review of upcoming meetings, providing support for upcoming meetings, scheduling meetings, as requested, providing data and/or preparing or other needed resources in preparation for meetings.
Prepares agendas, notices, minutes for meetings, as requested.
Ensures minutes are posted/secured in a timely manner.
Creates and maintains database information, spreadsheets and presentation files for Senior Leaders.
Assists with Quality Management System document control process, as requested.
Collaborates with Senior Leaders to provide high-level project coordination and any other duties as assigned by Sr. Leaders.
Provides support in response to regulatory audits in collaboration with CAO and Quality leadership, as requested.
Coordinates conferences, symposiums, and other functions sponsored by Midwest Transplant Network, including travel to meetings with Senior Leaders.
Coordinates conferences, workshops and other functions of external MTN partner organizations at MTN facilities, including food/beverage, hotel and travel.
Coordinates travel arrangements for Senior Leaders, as requested.
Prepares requisitions, as requested.
Prepares expense reports for Senior Leaders, as requested.
Coordinates daily the timely collection and distribution of Senior Leaders’ outgoing and incoming mail.
Maintains confidentiality of all corporate and personnel matters.
Orders and maintains office supplies for Administration.
Coordination of special organizational events or activities.
Serves as back-up to other Administrative Assistants as needed.