Chief Executive Assistant (Legal & HR)

Donor Network West’s mission is to save and heal lives through organ and tissue donation for transplantation and research.

At Donor Network West, we're looking for people who embody our core values: passion, excellence, equity and inclusion, and relationships. We welcome diverse perspectives and foster an environment of collaboration and service.

POSITION SUMMARY

The Chief Executive Assistant performs work directly related to legal, contracting and human resources services along with C-level executives. Must use discretion and independent judgment while performing high level administrative duties. Should be highly self-motivated, professional, and capable of managing workload and prioritizing tasks in a fast-paced environment with a calm demeanor. Given the nature of the work, the Chief Executive Assistant must be capable of pivoting to accommodate recalibration of priorities due to the unpredictability of many legal and human resource events. This is a key position, and due to the highly sensitive and confidential nature of legal services and human resource services, the position requires absolute discretion and adherence to the highest level of confidentiality.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Coordinates and maintains executive calendars for corporate and community activities, tasks, and contact lists.
• Organizes, schedules, and documents executive meetings and events.
• Processes large quantities of emails (100+ daily) and develops an organized system of categorizing, maintaining, and purging such files.
• Handles heavy communication via email and text messaging.
• Generates internal and external correspondence, publications, media documents, grant applications, and other written materials with clarity and finesse.
• Functions as a gatekeeper for all incoming calls, executive phone calls, emails, and other means of communication in a professional and friendly manner as well as document and disseminate pertinent information to the necessary parties in a timely fashion.
• Establishes a system of managing multiple tasks and projects as directed by executives and develops a method of communicating status reports/documenting action on a daily, weekly, and ongoing basis.
• Manages the maintenance of corporate and executive files, including but not limited to, corporate, legal, and certain human resource records that allow quick and easy retrieval.
• Maintains customer confidence and protects operations by keeping information confidential.
• Prepares and finalizes minutes and follows up on assigned projects. Attends meetings outside of established working hours when necessary. Distributes and maintains a variety of records of meetings in appropriate filing system.
• Researches, extracts, coordinates, and summarizes information (confidential and non-confidential) on behalf of the CLAO and VP-HR. Composes and prepares business letters, memos, and reports.
• Assists in the coordination and organization of corporate compliance policies and documents.
• Assists the VP with activities resulting from memberships in other transplant related organizations such as Association of Organ Procurement Organizations (AOPO), American Association of Tissue Banks (AATB), Organization for Transplant Professionals (NATCO), Association of Surgical Technologists (AST), American Society of Transplant Surgeons (ASTS), legal trade organizations and Human Resources professional organizations, as needed.
• Attends and actively participates in task force/strategic meetings and activities. Provides input and carries out the completion of projects in a timely manner.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Runs occasional personal errands for executive (office supplies, lunch etc.).
• Handles travel arrangements for executive.
• Maintains annual business licenses for DNWest organizations.
• Must master Intelagree (contracting management system), and all other relevant IT-systems related to duties.
• Other Duties as assigned.

QUALIFICATIONS

• Excellent working knowledge of Windows XP, MS Office including extensive experience in Outlook. Willingness to learn new software that may be necessary for position.
• Experience in a challenging professional environment.
• Experience in a legal department and/or human resource department.
• High attention to detail and organization.
• Must have impeccable people skills. Maintain a positive and upbeat personality.
• Excellent online and offline research skills.
• Ability to self-start and work highly independently and effectively, as well as within a tight team.
• Highly motivated, self-starter with the ability to anticipate needs.
• Adaptable, easy-going, and collaborative.
• Excellent grammar and business writing skills are required.
• Excellent typing skills – accuracy and speed.
• Detail-oriented team player with strong work ethic.
• High degree of confidentiality and professionalism.
• Flexibility to assist after hours and on weekends to support business needs, if necessary.
• Ability to multi-task and quickly adjust to changing priorities.
• Professional appearance and demeanor.
• Must be local with good knowledge of the city.
• Valid driver’s license and successfully pass driving record check, a criminal background check, & credit check.
• Reliable transportation.

EDUCATION AND EXPERIENCE

• Preferred – Bachelor’s degree from an accredited business school/college
• Minimum 5 - 7 years of experience assisting a C-level executive, legal department and/or human resources collectively.

Provided compensation data is subject to change based on location and work status. Salary data provided by third party sites do not accurately reflect our pay structure.