Executive Assistant to CEO & CFO

Responsible for providing comprehensive administrative support to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO). Responsible for all administrative communication with the Governing Board and Advisory Board.

ESSENTIAL JOB FUNCTIONS

1. Provides high-level comprehensive administrative support to the CEO.
2. Provide comprehensive administrative support to the CFO.
3. Maintains professional relationships and rapport with leadership team and serves as a liaison for Governing and Advisory Board members.
4. Supports activities for Boards of Directors. Schedules meetings, serves as administrator for online meetings of boards and committees, maintains records for meeting attendance for members, meeting minutes and documents; ensures retention of all documents on appropriate online sites and hard-copy for applicable documents. Serves as secondary point of communication to board members to support engagement in absence of CEO.
5. Maintains records of all MTN board meetings, including Governing, Advisory, and related committees, for board members.
6. Serves as the primary point of contact for general information when CEO or CFO is unavailable. Provides answers and follow-up to executives in a timely fashion. Reports suggestions for improvement in workflow to Executives.
7. Maintains keen awareness of CEO and CFO schedule and provides sophisticated calendar management by prioritizing inquiries and requests while troubleshooting calendar conflicts; makes judgements and recommendations to ensure smooth day-to-day engagements. Provides timely meeting reminders and support for upcoming appointments; schedules appointments, provides data or other needed preparation as requested.
8. Prepares agendas, notices, minutes and resolutions for corporate meetings, as requested. Ensure minutes are posted/secured in a timely manner.
9. Creates and maintains database information, spreadsheets and presentation files for CEO and CFO.
10. Coordinates conferences, Board meetings and other functions sponsored by Midwest Transplant Network, including travel to meetings with Executive Staff members and Board members.
11. Coordinates conferences, workshops and other functions of external MTN partner organizations at MTN facilities, including food/beverage, hotel and travel.
12. Coordinates travel arrangements and registrations for Executive & board member travel arrangements, as requested.
13. Maintains confidentiality of all corporate and personnel matters.
14. Maintains all organization original files of accreditation documentation and certificates.
15. Prepares minutes for monthly MTN Leadership meetings.
16. Coordinates daily the timely collection and distribution of Senior Leaders’ outgoing and incoming mail.
17. Performs regular coverage of the executive suite reception area as part of a rotating schedule shared with other Administrative Assistant team members.

SECONDARY FUNCTIONS

1. Coordinates special organizational events or activities.
2. Performs other duties as assigned for the overall benefit of the organization.

QUALIFICATIONS AND RECOMMENDATIONS

1. Education and/or experience equivalent to a minimum of a Bachelor’s degree required.
2. A minimum of three or more years of progressively responsible, professional experience in executive support required. Nonprofit Board experience is highly preferred.
3. Ability to self-motivate, function autonomously, think creatively and work effectively with many different personality types.
4. Excellent interpersonal, verbal and written communication and critical thinking skills.
5. Excellent computer program skills including Microsoft Office applications with the ability to learn applications or software.
6. Exceptional organizational skills and attention to detail.
7. Adaptable, dependable and ethical.
8. Possess strong problem solving skills with ability to monitor own work for accuracy and thoroughness.
9. Ability to prioritize and plan work activities and use time efficiently with little or no guidance.
10. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
11. Ability to maintain a high level of integrity and discretion in handling confidential information.
12. 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.
13. Ability to work a minimum of 40 hours per week, including some nights and weekends for meetings.
14. Ability to lift 50 pounds and transfer short distances.
15. Possess ability to operate telephones, computers and office equipment.
16. Ability to speak and communicate clearly in order to accurately convey information in person or by phone.
17. OSHA Category III No exposure to bloodborne pathogens while performing assigned job duties.
18. Home internet and wireless phone access may be required.

MTN BEHAVIORAL COMPETENCIES

Respect: Builds a positive and supportive foundation inviting open, honest, and clear communication. Fosters a sensitive, supportive, and trustworthy environment, which promotes active listening and strengthens rapport throughout all interactions. Cultivates teamwork through acceptance and inclusion by valuing differences and empowering strengths.

Excellence: Demonstrates excellence by going above and beyond, while maintaining compassion and humility in all interactions. Demonstrates a high rate of achievement and success for the organization through proactive objectives centered on the overall mission and vision. Consistently models a positive attitude, a willingness to help others, and a dedication to improvement. Takes full responsibility for their role and challenges themselves to find workable solutions.

Accountability: Demonstrates the highest ethical standards, by honoring commitments to each other and professional partners. Executes all interactions through honesty and transparency. Demonstrates responsibility and integrity through ownership of the mission. Utilizes resources appropriately.

Leadership: Empowers, mentors and encourages all staff, while displaying a high-level of professionalism. Demonstrates ability to cultivate teams and relationships through open lines of communication, honesty and respect. Handles challenges with compassion by developing trust through respectful feedback and support. Acts as a resource by providing the tools, which enable others to reach their highest potential.

It is the policy of Midwest Transplant Network (MTN) to provide equal opportunity in employment to all employees and applicants for employment. No person will be discriminated against in employment because of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, gender expression, ethnic origin, age, genetic information, disability, protected veteran status, arrest record, or any characteristic protected by applicable federal, state or local laws. In addition, the organization complies with applicable state and local laws governing non-discrimination in employment in every location in which the organization has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, training, employee activities and general treatment during employment.

MTN is committed tocomplying with state and federal disability laws and makes reasonable accommodations when requested by a qualified applicant or employee with a disability to enable the applicant or employee to be considered for the position he or she desires, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation would impose an undue hardship on the operation of MTN’s mission.