Sr. Administrative Assistant

Pay Range: $24.66 - $29.66

Hours: 40-hour work week; Monday- Friday from 8:30AM-5:00PM

Assigned days and/or shift can be changed according to staffing needs. Must be available evenings, holidays, and weekends as required. 

Job Type: Full-time

Work Setting: In-person 

Location: Corporate Office Azusa 

Benefits: 

• Starting competitive salary
• Paid Time Off
• Tuition Reimbursement
• Holiday Pay
• Pet Insurance
• Medical/Dental/Vision Benefits
• 403(b) Retirement Plan
• And many more benefits!

The Senior Administrative Assistant is responsible for providing administrative, clerical, and operational support to two Vice Presidents in the field of Organ Donation: the Vice President of Transplant Services and the General Counsel. The ideal candidate will have exceptional administrative skills, the ability to manage multiple tasks simultaneously, and a strong commitment to supporting our mission.

The Senior Administrative Assistant serves as the primary point of contact for internal and external customers on all matters pertaining to the Vice President of Transplant Services and the General Counsel. Provides support and assistance with day-to-day department administrative needs such as calendars and travel arrangements, drafting and responding to correspondence, communicating with others, completion of their department expense reports, taking meeting minutes/notes, handling confidential information, and creating/organizing/filing various operations reports and records.  Performs all duties and responsibilities in compliance with OneLegacy policies and procedures, regulations as outlined in the Code of Federal Regulations, and other applicable federal, state, and local laws. 

Essential Job Functions:

• Serves as the primary point of contact for internal and external customers on all matters pertaining to the Vice President of Transplant Services and the General Counsel
• Provides a bridge for smooth communication between the Vice President of Transplant Services, General Counsel, and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with both Vice Presidents to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Coordinates meetings to include development of meeting agendas, preparation of meeting packets, scheduling/calendaring meeting room location, notifying intended attendees, and food delivery if applicable. Assist with power point presentations, transcribes meeting minutes, and follow-up action items.
• Prioritizes conflicting needs; handles issues expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Assists both Vice Presidents with various operational needs such as: updating leadership schedules, coordination of registration of conferences, travel arrangements, and management of related expense reports.
• Establishes and maintains electronic files ensuring security of confidential information.
• Prepares reports, memos, letters, and other documents using Microsoft Office products.
• Assist both Vice Presidents as needed with educational events as needed.
  • Presentations, attendance rosters, meeting packets, and coordination of external speaker
  • Maintains electronic records of staff compliance with mandatory education.
• Attends department staff meetings, annual hazard communication and control safety training sessions, and/or completion of various mandatory online training courses.
• Supports both Vice Presidents for assigned projects.
• Support travel coordination: Arrange complex travel itineraries, including flights, accommodations, and ground transportation, ensuring smooth logistics and timely reimbursements.

Location: All facilities or locations of OneLegacy and in the Donor Service Area (DSA).

Travel: Occasionally required to travel by personal auto or air to meeting sites and other locations.  May be required travel to County Vital Records offices, as needed.

Work Hours: Performs a forty-hour workweek as determined by assigned shift.  Assigned days and/or shift can be changed according to staffing needs.  Must be available to work evenings, holidays, and weekends and overtime as required or assigned.

Education: Bachelor's degree preferred, or equivalent combination of education and experience.

Experience: Proven experience (3 years) as an administrative assistant or executive assistant, preferably in a healthcare or nonprofit environment.

Skills: Proficient knowledge of Microsoft Suite (Word, Excel, PowerPoint, and Outlook) required. Minimum typing speed of 50 wpm. Strong attention to detail and accuracy in all work. Excellent written and verbal communication skills. Ability to maintain confidentiality and handle sensitive information with discretion. Professional demeanor with the ability to interact effectively with individuals at all levels.

Salary : $25 - $30