Executive Administrative Assistant
About The Position
Do you anticipate needs and take initiative without being prompted? Manage time, tasks, and details with precision? Embrace change and thrive in a fast-moving, mission-driven environment? Join our dynamic team as an Executive Administrative Assistant at our Headquarters location in Gainesville, FL . This role provides high-level administrative support to the President/CEO, Chief Financial Officer, and Associate General Counsel, ensuring efficient coordination of executive activities and communications. Who We Are LifeSouth Community Blood Centers is a non-profit community blood bank serving more than 150 hospitals in Alabama, Florida, Georgia, and Tennessee. We are committed to meeting the blood supply needs of hospitals and their patients by providing the highest quality blood components and services. With more than 45 donor centers, 55 bloodmobiles and 2,000 blood drives a month, our LifeSouth team is dedicated to making sure the blood is there when you or your family is in need.
Requirements
- Associate degree required; bachelor’s degree preferred.
- Proven high-level executive or senior leadership administrative support experience strongly preferred.
- Strong organizational skills with the ability to manage multiple priorities and deadlines.
- Adaptable to evolving needs and shifting priorities within a dynamic, mission-driven environment.
- Excellent written and verbal communication skills.
- Self-motivated with the ability to work both independently and collaboratively.
- Detail-oriented and committed to maintaining confidentiality.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related software.
- Valid driver’s license required; must meet company eligibility requirements.
Responsibilities
- Maintain and organize the President/CEO and CFO’s calendar, meeting, and travel schedule.
- Facilitate President/CEO and CFO’s communication flow with Board members, staff, and the public.
- Coordinate and keep frequent contact with all levels of the company’s principal stakeholders including its Board, staff, as well as the external community.
- Interact with stakeholders in relation to scheduling, planning, and staffing of meetings as appropriate.
- Draft correspondence, answer phones for President/CEO, CFO, and Associate General Counsel.
- Coordinate mailing, and handle inquiries and requests from internal and external sources on CEO, CFO and Associate General Counsel’s behalf.
- Assist in establishing and maintaining an organizational system for LifeSouth’s contracts.
- Provide logistical support for quarterly Board meetings and committee meetings.
- Coordinate the accurate and timely assembly of Board and Committee agendas and meeting documents.
- Process and track President/CEO, CFO and Associate General Counsel’s expense reports and reimbursements.
- Manage, maintain, and organize confidential materials including a filing system of electronic and hard copy materials for President/CEO, CFO and Associate General Counsel’s office.
- Coordinate Annual Company and Board events, Quarterly Directors and Managers meetings and Weekly meetings.
- Prepare and assemble reports, documents, and other publications, as appropriate.
- May manage and implement special projects, as assigned.
Benefits
- Generous Paid Time Off (PTO) plan
- Medical, dental, and vision insurances available to full-time employees the first of the month after 60 days
- Supplemental insurances including life, cancer, accident, and disability
- Access to mental wellness resources and counseling through telehealth
- Free basic life insurance for full-time employees
- Health Savings Account (HSA) with employer match each pay period
- Employer funded retirement plan for vested employees & 403b offered
- Access to wages prior to pay day
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
