Executive Assistant

Join Us in Transforming Lives Every Day

At OneLegacy, every moment counts. As the nation’s largest organ, eye, and tissue recovery organization, we are dedicated to saving lives and sharing hope. Guided by our values of integrity, compassion, stewardship, diversity and inclusion, urgency, innovation and excellence, and collaboration, our team works tirelessly to honor every gift of donation. This is more than a job; it’s an opportunity to make a profound impact on countless lives.

This is the career in medicine that you never knew existed. An exciting and rewarding profession in the field of organ and tissue donation, where you can truly save lives and make a difference every day.

Job Type: Full-time, Exempt.

Work Hours: Exempt employees shall be paid an established salary on a bi-weekly basis and are expected to fulfill the duties of their position regardless of hours worked. The workweek for full-time exempt is normally considered to be 40 hours; however, greater emphasis is place on meeting the responsibilities assigned to the position than on working a specific number of hours. Exempt employees are not eligible to receive overtime compensation. Must be available evenings, holidays and weekends as required.

Work Setting: In-person and Field Service Area

Location: Azusa, CA

Travel: Occasionally required to travel by personal air our auto to meeting sites and other locations.

Summary of Functions:

Executive Assistant (EA) to Chief Clinical Officer is responsible for providing an advanced level of administrative and operational support. This position requires considerable professional skills to assist with highly confidential financial and personnel documents, as well as, preform highly complex administrative duties for the Operations division. The EA operates in a professional and fast paced business environment which requires that the Executive Assistant can anticipate the needs of their assigned leaders.
The EA works predominantly with the Chief Operating Officer/Chief Information Officer (COO/CIO) and frequently with the Chief Executive Officer, Board of Advisory, Board of Directors and various organ committees in executing both internal and external administrative projects.
The EA’s primary role is to relieve Operations leadership of administrative details by performing diverse and confidential administrative support including composing overseeing assigned Operations managers’ projects or activities, coordinating their daily schedules/calendars and ensuring leadership is prepared and on time for various meetings and activities; communicating on behalf of their leaders’ behalf to internal and external management and/or authorities and/or OneLegacy line management to gather/convey relevant information pertaining to projects, tasks, critical project deadlines and statistical data.

Duties & Responsibilities:

1. Performs advanced and complex administrative duties.
2. Provides follow-up on assignments given to Operations managers; communicates timely updates to all project shareholders weekly (daily when appropriate).
3. Takes shared ownership of all Operations manager’s short- and long-term project, ensuring that all projects/tasks are on schedule, and provides ongoing accurate timelines to all project shareholders.
4. Responds to inquiries for information and/or follow-up and refers to appropriate person(s).

5. Coordinates meetings/agendas, interviews and appointments for the COO/CIO and his/her assigned Operations managers, as required.

6. Schedules and attends staff and committee meetings, creates agendas, takes minutes and timely distributes minutes/agendas.
7. Acts as the Operations Manager’s department liaison, coordinating administrative support and/or communications between Operations and other OneLegacy departments/leadership.
8. Supports and coordinates local OneLegacy conferences; plans and coordinates registration, travel arrangements and accommodations for Operations staff, attending national conferences, as assigned.
9. Initiates, prepares and edits written materials, correspondences (letters, memos, etc.) and reports, and spreadsheets, on behalf of the COO/CIO and/or Senior Leadership.
10. Sets up and maintains established files (manual or electronic, various OneLegacy Portal), insuring security of confidential documents and information.
11. Assists in creating presentations and reports; including but not limited to:
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