Executive Assistant

  • Location: North Liberty , Altoona or Remote

    Employment Type: Full-Time

    Department: Support

    Exemption Status: Non-Exempt

    OSHA Category: III

  • Position Overview:

    Responsible for providing administrative support to Iowa Donor Network’s top executive and leadership staff.

  • Job Qualifications:

    Associates degree in and a minimum of two years’ experience providing support at the executive level. Experience working with a Board of Directors is required. Legal secretary or paralegal experience desirable.

  • Schedule:

    Monday-Friday 8:30a-4:30p

  • Organization Responsibilities:

    Essential Job Functions and Performance Expectations:
    1. Provide administrative support to Executives to ensure all responsibilities are handled in a timely and efficient manner.
    a. Manage and maintain assigned staff schedules and appointments.
    b. Arrange and coordinate meetings, events, travel and reservations for assigned staff to ensure timeliness, quality and cost-effectiveness.
    c. Meet with assigned staff at least once weekly to provide preparation details and materials for the week.
    d. Prepare and submit expense reports of assigned staff at least once monthly.
    e. Assist in anticipating needs and forecast preparation for assigned staff.
    f. Prepare and edit correspondence, communications, and other documents prior to meetings/activities.
    g. Conduct research, assemble and analyze data to prepare reports, documents and presentation materials.
    h. Perform data entry and mailings from assigned staff within established deadline.

    2. Provide administrative support to IDN Directors and Managers to ensure all responsibilities are handled in a timely and efficient manner.
    a. Manage and maintain assigned staff schedules and appointments.
    b. Arrange and coordinate meetings, events, travel and reservations for assigned staff to ensure timeliness, quality and cost-effectiveness.
    c. Prepare and edit correspondence, communications, and other documents prior to meetings/activities.
    d. Perform data entry and mailings from assigned staff within established deadline.
    e. Initiate scheduling, preparation and coordination of LDI, leadership and strategic planning meetings.
    f. Coordinate and assist with ordering food, set up and tear down refreshments for meetings, speakers and events including All Staff and Lunch and Learn.
    g. Update and publish organ call schedules as changes occur on same business day.

    3. Support for Board of Directors (BOD), Medical Advisory Committee (MAC), Finance Committee, and other board committee and IDN meetings to ensure completion of arrangements and preparation of documents.
    a. Schedule meeting room or conference call accommodations and travel satisfactorily.
    b. Notify and remind BOD, IDN staff members and Committee members of meeting arrangements.
    c. Take meeting minutes for all Board and Committee meetings and distribute to appropriate staff within three working days of meeting.
    d. Conduct site visits to determine suitability of meeting site locations.
    e. Assemble and distribute BOD, MAC, Finance Committee and Board Committee meeting materials within one day of receipt from responsible officer.
    f. Organize and file correspondence and information packets of BOD, MAC, Finance Committee and Board Committee meetings upon completion of documents.
    g. Maintain and update centralized roster and mailing list of BOD, MAC, Finance Committee and Board Committee members.
    h. Maintain Board portal with accurate information.
    i. Coordinate and assist with ordering food, set up and tear down refreshments for meetings, speakers and events.
    j. Call for nominees for Board and MAC.
    k. Schedule and prepare new member orientation.
    l. Ensure completion and tracking of Corporate Compliance for Board and Committee members.

    4. Ensure that BOD and MAC functions according to bylaws and regulations.
    a. Ensure regular number of meetings occur each year.
    b. Read and understand the bylaws and applicable regulations and standards to ensure that IDN is in compliance.
    c. Obtain and maintain current physician credentialing documentation.

    5. Complete routine administrative office functions.
    a. Serve as back up to answer doors and greet visitors.
    b. Serve as back up to complete daily kitchen/breakroom responsibilities.
    c. Serve as back up to retrieve and distribute mail.
    d. Order and assist with stocking of office supplies.

    6. Assist with the selection and orientation process of staff to retain a motivated, professional workforce for Iowa Donor Network.
    a. Maintain and update the recruitment section of ADP for status in hiring process.
    b. Download and route applications/resumes to appropriate leadership for review.
    c. Schedule and set up interviews within two days of request.
    d. Schedule phone interviews upon notification.

    7. Coordinate donor and transplant hospital agreement renewal process.
    a. Update template with information or revisions (if new agency or changes to previous agreement).
    b. Update letter to go with agreements.
    c. Obtain CEO signature on two agreements.
    d. Mail with letter and envelope to agency with request to send back.
    e. Scan, save and send original to Chief Development Officer.
    f. Ensure final document is maintained in PolicyTech.

    8. Assist in the process to send out CEO letters for organ and tissue donors as well as financial donor letters.
    a. Send CEO organ and tissue letters within defined timeframes.
    b. Obtain signatures and send out financial donor letters within defined timeframes.

    Additional Job Functions: None

    Physical Requirements/Working Conditions:
    1. Must receive required vaccines based on outlined schedules to protect our employees, healthcare personnel, donors, recipients, and families we may come into contact. (e.g. Influenza vaccine must be obtained annually by December 1st and COVID vaccine upon required timeline.)
    2. Sit for periods of eight (8) hours or more at a time in an office setting.
    3. Lift equipment and supplies weighing up to 20 lbs.
    4. Must have ability to travel between office locations or other designated location.
    5. Must maintain confidentiality.
    6. Possible mental and visual fatigue associated with detailed work.
    7. Express ideas verbally and convey detailed or important spoken information.
    8. Receive detailed information through oral and auditory communication.

    Skills and Abilities:
    1. Maintain a current valid driver’s license and be insurable through IDN’s insurance.
    2. Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
    3. Skill and ability to effectively use computers and computer software including word processing, databases, spreadsheets, Internet tools, and electronic mail.
    4. Effectively communicate both verbally and in writing when representing IDN; work well with others; take and give direction; demonstrate effective problem-solving skills; ability to work both independently and collaboratively.

    Organizational Responsibilities: It is required that IDN employees demonstrate commitment to the mission and vision, maintain effective communication, exhibit teamwork, respect diversity, follow policies and procedures, maintain confidentiality of all donor, recipient and organizational information, demonstrate accuracy and thoroughness while meeting productivity standards, observe safety and security procedures, be consistently punctual and dependable, actively participate in performance improvement activities and continually demonstrate behavioral expectations and core values.

    Employee’s obligation to maintain the confidentiality of information shall survive the termination of employee’s employment with IDN.

    All requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. This job description in no way states or implies that these are the only duties to be performed in this position. I will be required to follow any other job-related instructions and to perform any other job-related duties requested by my supervisor. Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, I know that I must possess the abilities or aptitudes to perform each duty proficiently. I realize neither the job description nor this document creates an employment contract, implied or otherwise, other than an “at will” employment relationship.

Our Vision:

All are inspired to donate life.