Executive Administrator (Piedmont)

The Blood Connection•Piedmont, SC

3d•Onsite

About The Position

Are you the person everyone relies on to keep things running smoothly? Do you thrive on staying two steps ahead, managing competing priorities, and making busy leaders more effective every day? The Blood Connection is looking for a highly organized, proactive Executive Administrator to support our President/CEO and Board of Trustees. In this role, you’ll be a trusted partner to executive leadership, playing an important role in supporting Board activities from scheduling meetings to maintaining records. We’re looking for someone who is detail-driven, adaptable, and confident communicating with leaders, staff, and external partners. At The Blood Connection, we save lives every day. Your work behind the scenes helps make that possible. Ready to be the backbone of a mission that matters? Position Overview - On-site position in Piedmont The Executive Administrator provides high-level administrative support to the President/Chief Executive Officer and to the board of trustees. This role serves as a trusted partner to executives by managing complex scheduling, coordinating meetings and travel, facilitating communications, and ensuring proficient day-to-day operations of executive activities. The Executive Administrator must demonstrate exceptional communication, organization, discretion, and problem-solving abilities while acting as an extension of the President/Chief Executive Officer in both internal and external interactions. The position requires the ability to anticipate needs, manage competing priorities, and handle confidential information with professionalism and integrity.

Requirements

Bachelor’s degree from an accredited college or university is required, preferably in Business Administration, Communications, or a related field
Minimum of 5 years of administrative or executive support experience required, preferably supporting senior leadership
Demonstrated experience in calendar management, meeting coordination, logistical planning, and handling confidential information
Ability to communicate effectively, professionally, and courteously with executives, staff, and external stakeholders
Strong verbal and written communication skills
Exceptional organizational skills with the ability to manage multiple priorities simultaneously
Proven ability to organize, prioritize, and manage workload while meeting deadlines
Strong analytical and problem-solving skills; ability to anticipate needs and proactively resolve issues
Proficient computer skills, including Microsoft Word, Excel, and PowerPoint
Ability to learn and utilize internal systems and office technologies
Comfortable working in a fast-paced environment with changing priorities
Exceptional attention to detail
Strong time management and project management skills

Responsibilities

Manage complex executive calendars, including scheduling meetings, appointments, and events while prioritizing competing demands
Coordinate meetings by preparing agendas, compiling materials, recording minutes, and tracking follow-up action items
Assist in planning and coordinating executive meetings, events, and leadership activities
Anticipate executive needs and proactively resolve scheduling conflicts, logistical issues, and operational challenges
Draft, edit, and distribute professional correspondence, communications, reports, and presentations on behalf of executives
Serve as a primary point of contact and gatekeeper for executive leadership, facilitating communication with internal departments and external stakeholders
Communicate with donors to obtain information regarding reimbursement plans and reconcile donations to donor requests
Maintain confidential and sensitive information with the highest level of discretion and professionalism
Maintain organized electronic systems and records
Develop and implement processes and procedures to effectively direct, control, and monitor operations for which the position is accountable
Track key deadlines, action items, and deliverables to ensure timely completion
Support executive leadership with project coordination, administrative initiatives, and strategic priorities
Prepare and process expense reports, invoices, and administrative documentation
Assist with insurance renewals and audits
Work with Donor Resources to obtain signed contracts with property owners prior to blood drives
Sort and distribute incoming mail and make trips to the post office as needed
Assures procedures and forms are uniform and adheres to the organization’s document control directives
Complies with the organization’s document control directive in terms of uniformity of design and layout; document approval and use; avoidance of antiquated documents; archiving of replaced documents; and document storage, retention and retrieval
Assures records are generated according to instructions in related procedures, and those applicable regulatory requirements and accreditation standards are met in terms of record review, retention and storage
Maintains current roster / term limits of trustees
Assists President/Chief Executive Officer in scheduling full board and board committee meetings and retreats
Assists President/Chief Executive Officer in distribution of material for full board and board committee meetings and retreats
Attends full board meetings and retreats and board committee meetings and records minutes; later drafting complete minutes, obtaining approval of the draft from the presiding officer of the meeting, and preparing and distributing full minutes to trustees
Maintains current and archived board records including articles of incorporation, bylaws, meeting minutes, trustee rosters, committee rosters, committee charges, board resolutions, etc.
Processes donor benefit claims and assists business office as necessary in issuing benefits