Executive Administrative Assistant 1

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.

Key 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.

Who You Are

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

People, and Quality

• A 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.

WORKING CONDITIONS

• Friendly interactive team-oriented work environment.
• Extended hours may be necessary for completion of special projects,

otherwise, 8-hour work day.

• Coordination with appropriate support staff necessary to cover

responsibilities for planned time off.

OSHA Risk Classification:  Low

Why LifeLink?

• Be part of an organization with a legacy of saving lives and giving hope
• Join a passionate and supportive team across Florida, Georgia, and Puerto

Rico

• COMPANY PAID Medical, Dental, Disability & Life Insurance
• Generous COMPANY PAID Pension Plan for your Retirement
• Paid Vacation, Sick Days & Holidays
• Growth opportunities in a mission-driven, high-impact nonprofit
• Work with purpose, knowing your efforts directly touch lives

Diversity, Equity & Inclusion

• LifeLink is proud to be an equal opportunity employer. We celebrate diversity
• and are committed to building an inclusive environment that reflects the
• communities we serve.

• Ready to Help Change Lives?
• Your next career move could be the most meaningful one yet.