Executive Administrative Assistant 1

LifeLink Careers•Tampa, FL

1d•Onsite

About The Position

Join LifeLink — Join a Life Saving Team! About LifeLink More than four decades ago, a visionary group of innovators, led by renowned nephrologist Dr. Dana Shires, made a life-changing commitment—to save lives through organ and tissue donation. From that bold beginning, LifeLink Foundation was established – founded with heart, purpose, and a mission that still guides us today. What started as a nonprofit with big dreams has grown into a vision-driven organization of more than 700 dedicated professionals across west-central Florida, Georgia, parts of South Carolina, Puerto Rico, and the US Virgin Islands. At LifeLink, we are united by our mission: To honor donors and save lives through organ and tissue donation. Our vision remains clear: To maximize the gift of life while giving hope to donor families and transplant patients. We are grounded in the values that shape our work and culture— Compassion. Excellence. Legacy. People. Quality. If you’re inspired by purpose, driven by impact, and ready to help save and heal lives, LifeLink is the place for you. What You’ll Do As an Executive Administrative Assistant 1, you will directly contribute to LifeLink’s life-saving mission. In accordance with established LifeLink Foundation standards, policies, procedures, and protocols, provide high-level, confidential administrative support directly to the Executive Director of Foundation Quality Systems and the Director of Foundation Training and Development. This position serves as a key liaison, coordinating communication between the Executive Director, Director, and various levels of LifeLink leadership, team members, and external agencies. Responsibilities include managing communications, scheduling, meeting logistics, documentation, follow-up activities, and administrative deadlines to support effective operations and leadership objectives. This role requires exceptional organizational and interpersonal skills, professionalism, discretion, sound judgment, and the ability to independently prioritize and manage multiple responsibilities in an environment requiring adaptability, responsiveness, and attention to detail.

Requirements

2-4 year college or technical school degree/certification with a minimum of two years of executive level administrative support experience; or high school diploma/ GED with a minimum of five years administrative support experience, including at least one year supporting executive level leadership.
Demonstrated exceptional written and verbal communication skills, including business correspondence, grammar, proofreading, and document preparation.
Professional demeanor with the ability to effectively interact with executives, leadership teams, staff, and external stakeholders.
Demonstrated advanced computer proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Demonstrated ability to assist in the development, formatting, and preparation of executive level presentations, communication materials, meeting support documents, and other resources supporting leadership and organizational initiatives.
Demonstrated ability to exercise sound judgement and maintain strict confidentiality when handling sensitive, proprietary, and confidential information.
Demonstrated physical ability to lift, carry and/or move equipment of varying weight from 1 to 30 pounds.
A collaborator who thrives in a mission-first environment.

Nice To Haves

Passionate about helping others and making a difference
Aligned with LifeLink’s core values of Compassion, Excellence, Legacy, People, and Quality

Responsibilities

Provide confidential administrative level overall clerical support to include telephone screening and messaging with appropriate independent follow-through and monitoring of E-Mail messages as directed.
Composition of professional/executive level correspondence and documentation both independently for approval and as directed.
Maintains calendars, scheduling and coordinating appointments and daily departmental interactions providing a resource for interoffice and interdivisional communication.
Coordinates travel itinerary, handling all scheduling and details regarding registrations, reservations, ground and air travel, maps and appointments, as appropriate.
As directed, attend and record minutes of meetings and conferences, transcribing and distributing meeting records in a timely manner.
Handle any other aspect of directed meetings as requested.
Maintain appropriate records of all meeting minutes.
Review, facilitate and/or handle purchase orders, check requests, expense reports, Foundation employee-related/required forms, and all other documents requiring Executive review and/or approvals.
Maintain and update to current status, records, logs, and appropriate documentation to cover confidential and/or legal agreements and external regulating agency certifications, credentialing, and/or other documents, as required.
Responsible for participating in quality assessment performance improvement (QAPI) activities as outlined in the OPO Quality Assessment Performance Improvement Plan or other Foundation plans as directed.
Serve as the primary administrative coordinator for departmental staff meetings, learning events, workshops, and retreats.
Under direction develop, format, edit, and maintain executive level presentations, reports, meeting materials, and business communications utilizing Microsoft 365 or other approved software applications.
Ensure all materials are accurate, professionally formatted, and aligned with organizational standards and branding.
Manage electronic records, shared resources, and collaboration sites through SharePoint and other document management platforms, ensuring information is organized, current, accessible, and maintained in accordance with organizational policies and confidentiality requirements.
Support departmental and organizational initiatives, special projects, and leadership presentations by preparing presentation materials, coordinating meeting logistics, compiling information, and distributing communication to internal and external stakeholders.