HybridOn-site initially; may transition to hybrid 1–2 days per week after the first month of training, based on business needs.
Administrative & Executive AssistanceExecutive Support
About the job
Requirements
High school diploma or GED.
Three years of related experience demonstrating expertise as an executive-level administrative assistant.
Demonstrated proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
Knowledge of general office equipment, including printers, fax machines, and telephone systems.
High degree of discretion when handling confidential information.
Ability to work independently and collaboratively.
Strong written and oral communication, organizational, time-management, and attention-to-detail skills; ability to maintain composure under pressure.
Responsibilities
Provide daily administrative support to the Senior Executive Director, Executive Directors, Vice Presidents, and the Operations Leadership Team, and support HR, finance, client services, and medical and laboratory services as needed.
Schedule and coordinate meetings for the Vice President, direct reports, leadership team, and cross-functional teams; prepare agendas, arrange refreshments, assist with travel, and manage the Vice President’s calendar.
Manage contracts and associated customer relationship management records and electronic and paper files; support requests for proposals by formatting materials in Word, Excel, and PowerPoint and preparing them for printing.
Create and modify letters, reports, spreadsheets, presentations, meeting materials, mail merges, and other requested documents using text, data, and graphics.
Coordinate leadership training with external vendors or consultants, including scheduling, communications, meals, and travel or hotel arrangements.
Plan, coordinate, and schedule meetings, conferences, teleconferences, and travel; maintain calendars and develop file retrieval systems to preserve historical records of meeting discussions and actions.
Assist with event planning and meeting logistics, including providing support at offsite locations as needed.
Answer phone calls, provide information to callers, and connect callers with appropriate people.
Develop, implement, and improve office policies and procedures.
Support HR by assisting with job descriptions using templates, creating new-employee orientation policy and benefit folders, arranging orientation presenters’ schedules, preparing organizational charts, and handling other HR responsibilities.
Support client services by preparing customer communications and PowerPoint presentations, supporting team meetings, and assisting with presentations and documents for customer review.
Create and publish donor-related letters distributed by Physician Services and assist physicians with publication editing, formatting, graphics, and references.
Assist Marketing and Communications with requests for proposal responses, holiday cards, and town hall presentations.
Provide periodic administrative support to Medical, Finance, and Laboratory Directors on an ad hoc basis.
Assist other administrative staff with project or overflow work, including word processing, data entry, presentations, filing, mail delivery, and report material preparation.
Desired Qualifications
Post-high-school credits or a bachelor's degree.
Responsibilities
Join a mission driven healthcare organization dedicated to saving lives through blood donations!
Are you a highly organized administration professional who anticipates needs before they arise and enjoys supporting leaders who make a meaningful impact? If so, we invite you to join our team supporting our executive leaders in an administrative role. In this role you will play a critical part in keeping our organization running smoothly by managing complex schedules, coordinating key initiatives, supporting business operations, and creating professional communications and presentations that help drive our mission forward.
Summary:
This proactive person provides daily administrative support to the Senior Executive Director, as well as Executive Directors, Vice Presidents, and the Operations Leadership Team. Responsible for producing professional, high-quality materials, reports and presentations using a wide range of computer software/databases. Functions as a key member of the team, serving as administrative support to HR, finance, client services, and medical and laboratory services when needed. Is self-driven and takes initiave to cooperatively assists other departments as requested or assigned.
Schedule: Monday - Friday business hours: Preferred in office position; can transition to hybrid 1-2 days/week after sucessful first month of training completed, and based on business needs.
Job Responsibilities:
Set up meetings for Vice President, direct reports, leadership team, and cross-functional teams including producing agenda and ordering refreshments; assist with travel arrangements; support strategic alliances and strategy. Effectively manage the calendar of the Vice President to maximize efficiencies.
Contract management: CRM, electronic files, paper files, provide support for RFP – formatting (Word, Excel, and PowerPoint) and printing.
Create and modify documents (letters, reports, spreadsheets presentations meeting materials, mail merge) by inputting, editing retrieving, copying text/data, and graphics as requested/needed.
Coordinate leadership training with external vendors or consultants, as needed, by scheduling all meetings, providing directional communication to leaders, providing meals and ideas for travel/hotel.
Maintains calendars by planning, coordinating, and scheduling meetings, conferences, teleconferences, and travel.
Provides historical reference by developing and utilizing file retrieval systems, recording meeting discussions and actions.
Assists with event planning and meeting logistics. May require support at offsite locations.
Answer phone calls, provide information to callers or connect callers to appropriate people.
Develop, implement, and improve office policies and procedures.
HR support: Assists with Job Descriptions on JD templates. Create NEO policy and benefit folders, setup, and NEO presenters’ schedule. Prepare org charts and other HR responsibilities.
Client services: Support customer written communications, prepare PowerPoint presentations for customers, support team meetings (IDT, HS, CS), assist in developing PowerPoint presentations and documents for customer review.
Physician Services: Create and publish all donor related letters that Physician Services distributes. Assists physicians with publication editing, formatting, graphics, and references.
Marketing and Communications: Assist with RFP responses, holiday cards, and Town Hall presentations.
May provide periodic administrative support to Medical, Finance, and Laboratory Directors on an ad hoc basis.
May assist other administrative staff with project or overflow work, including but not limited to word processing, data entry, presentations, filing, mail deliver and report material preparation.
The hourly rate for this position is $27.00 - $33.00/hr.
IBR also offers comprehensive benefits (including medical, vision, dental, paid time off, and sick days) to full and part-time employees, as well as the opportunity to participate in a 403(b)-retirement plan with a generous employer contribution.
Qualifications
Education:
High school diploma or GED
Post high school credits or Bachelor's degree preferred
Experience:
Three years related experience demonstrating expertise as administrative assistant at executive level.
Demonstrated proficiency of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)
Other:
Excellent written and oral communication skills.
Strong organizational and time-management skills.
Demonstrated ability to work independently and as a team.
Strong attention to detail.
Knowledge of general office equipment, i.e. printers, fax machine and telephone system.
Ability and willingness to work cooperatively with others.
Maintain composure under pressure.
High degree of discretion dealing with confidential information.
Overview
Founded in 1948, Memorial Blood Centers have served Minnesota and Wisconsin for more than 75 years, delivering more than 125,000 lifesaving blood products annually to 50+ hospitals, EMS and healthcare partners. MBC is part of New York Blood Center Enterprises (NYBCe), which spans 17+ states and delivers one million blood products to 400+ U.S. hospitals annually. NYBCe additionally delivers cellular therapies, specialty pharmacy, and medical services to 200+ research, academic and biopharmaceutical organizations. NYBCe’s Lindsley F. Kimball Research Institute is a leader in hematology and transfusion medicine research, dedicated to the study, prevention, treatment and cure of bloodborne and blood-related diseases. MBC serves as a vital community lifeline dedicated to helping patients and advancing global public health. To learn more, visit mbc.org. Connect with us on Facebook, X, Instagram, and LinkedIn.