EXECUTIVE ASSISTANT

Location: Virginia Beach, Virginia (on-site)

Department: Administration

Job Type: Full-Time

Shift: Monday – Friday, 8:15AM-5:00PM, Overtime as Needed

Clinical Classification: Non- Clinical

LifeNet Health is searching for talented individuals who will embrace our mission of saving lives, restoring health, and giving hope.

LifeNet Health, headquartered in Virginia Beach, Virginia, is the largest nonprofit organ procurement organization (“OPO”) and tissue processor in the United States, as well as a leading innovator in tissue engineering and regenerative medicine. Our goal is to improve the quality of human life through the provision of organs, tissues, and cells for transplantation; to provide innovation in the fields of bio-implants, regenerative medicine and research; and, to serve the community with educational and support services that enhance the donation process.  LifeNet Health has over 1200 employees and has a growing global presence.

How you will contribute to LifeNet Health’s success:

The Executive Assistant performs various complex and confidential administrative related functions in support of corporate level personnel/functions as assigned.   Serves as primary point of operational and administrative support for the Executive Leadership Team member of the designated department. Coordinates meetings, activities and events; performs various secretarial functions; and, assists with other administrative functions as needed and directed by the designated department head.

What you’ll do:

• Administrative Support:  Performs various administrative functions to include scheduling appointments and maintaining the ELT member’s calendar(s); arranges travel and accommodations for ELT member(s), clients, and business associates; type memos and other written correspondence. Tracks ongoing projects and outstanding action items. Triages and prioritizes daily demands to ensure urgent, high priority matters are handled in a timely manner. Manages problems to their resolution and coordinates with appropriate resources as needed. Acts as a liaison for ELT direct reports, coordinates team activities, and manages other key administrative activities for the team as needed (space planning, new-hire onboarding, updating organizational charts, etc.). Works with HR as needed to onboard/terminate employees and contractors and works with IT to ensure department personnel have necessary equipment and access to perform assigned roles.
• Meeting Coordination: Project manages, schedules, and coordinates arrangements for internal and external meetings and special events. Ensures contracts are created, negotiated, and signed for any service related to the event. Provides administrative support at meetings by recording, writing, transcribing, and distributing minutes as needed. Schedules space for department meetings ensuring the room supports the number of attendees and the nature of the meeting. Prepares meeting agendas. Coordinates catering for all department sponsored events. 
• Customer Service: Greets visitors to the department with a smile while using good eye contact.  Answers visitor inquiries timely and/or triage visitors to the appropriate department person.  Greets and escorts guests to appropriate meetings with department leadership and/or employees. Responds to routine external correspondence and telephone inquiries using good customer service behaviors. Effectively serves as the point of contact for customers, business partners, and suppliers who contact the executive and ensure that such interactions create a favorable brand impression for LifeNet Health as a whole. 
• Fiscal Support: Reconciles and processes monthly credit card statements and expense statements for executive(s) and resolves any outstanding issues.  Completes and processes department invoices and purchase orders.  Maintains departmental office supply inventory and orders supplies as needed.  Monitors and coordinates department accounting activities as appropriate and prepares internal reports for management.
• Document Management: Maintains a variety of files and records, including confidential and time sensitive materials. Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate. Establishes and maintains files and records for the department. Accurately completes and performs final review for all documentation according to applicable Standard Operating Procedures. Creates, develops, updates, and maintains Word documentation, PowerPoint presentations, Excel-based reports, and HTML files on a routine basis.
• Communication Support: Streamlines inbound/outbound communications, maximizing productivity and ensuring all requests receive attention with the proper level of urgency.  Composes, prepares, and distributes communications (written, verbal, electronic) through appropriate channels.  Represents management through telephone and personal contacts in professional and courteous manner.

What you’ll bring (Minimum Requirements):

• Bachelor's degree
• Four (4) years of related administrative support experience
• Two (2) years of executive administrative support experience

Preferred Experience/Skills/Certifications:

• Six (6) years of related administrative support experience
• Four (4) years of executive administrative support experience

 These would be nice too (Knowledge Skills and Abilities):

• Proficiency in Microsoft Office applications, specifically Outlook, Word, Excel, SharePoint, Visio, and PowerPoint
• Demonstrated ability with Standard Office Equipment Operations
• Professionalism: Professionalism, integrity, and discretion in handling confidential information
• Communication: Excellent written and verbal communication skills
• Organization: Exceptional organization, planning, time management, and problem-solving skills
• Typing: 50 words per minute

Why work at LifeNet Health?

We have a fierce drive for our mission of Saving Lives, Restoring Health, and Giving Hope. You will not find another company with a culture as strong as ours.

• 403(b) and Profit-Sharing Plan
• Affordable medical, dental, and vision coverage
• Corporate sponsored events for employees
• Work-life balance with generous paid time off to include vacation time, sick time, and paid holidays
• Tuition reimbursement
• Personal career, skill, and leadership development opportunities
• Wellness Program (gym reimbursement, monthly wellness webinars, mental health toolkit, financial resources, and much more)
• Employee Assistance Program (EAP) for employees and members of their household
• Dedicated and passionate co-workers

The pay rate for the successful candidate will depend on geographic location and the candidate’s qualifications and prior relevant experience. The pay range for this position is $56,238 annually (entry-level qualifications) to $74,984 annually (experienced in this role). *

*Actual compensation may be higher based on the successful candidate's knowledge and relevant experience. 

This position is eligible for an annual bonus once eligibility criteria are met. 

All benefits are subject to eligibility requirements and LifeNet Health reserves the right to modify or change these benefits programs at any time, with or without notice, unless otherwise required by law.  Further, nothing in this posting is intended to alter the “at will” relationship of a successful candidate and this posting does not constitute a specific promise.

We are proud to be an EEO/AA employer EOE/M/F/Disability/Vet. We maintain a drug-free workplace and perform pre-employment substance abuse testing.