Executive Administrative Assistant

Description

Do you anticipate needs and take initiative without being prompted? Manage competing priorities and keep details organized with precision? Adapt quickly to change and thrive in a fast-paced, 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.

Key Responsibilities

• Manage and coordinate calendars, meetings, appointments, and travel arrangements for the President/CEO and CFO.
• Facilitate communication between executive leadership, Board members, staff, and external stakeholders.
• Serve as a point of contact for internal and external inquiries, coordinating communications and requests on behalf of the President/CEO, CFO, and Associate General Counsel.
• Draft correspondence, manage incoming calls, and provide general administrative support to executive leadership.
• Coordinate meeting logistics, including scheduling, preparation, materials, and communication with participants.
• Provide administrative and logistical support for quarterly Board and committee meetings, including the timely preparation and distribution of agendas and meeting materials.
• Assist with planning and coordinating company events, annual Board events, quarterly Director and Manager meetings, and recurring executive meetings.
• Process and track expense reports and reimbursements for the President/CEO, CFO, and Associate General Counsel.
• Maintain organized and confidential electronic and physical records, documents, and correspondence for executive offices.
• Assist in establishing and maintaining an organized system for company contracts.
• Prepare, compile, and distribute reports, presentations, correspondence, and other documents as needed.
• Coordinate mailings and assist with administrative requests from internal and external sources.
• Support special projects and other administrative initiatives as assigned.

Skills and Qualifications

• Associate degree required; bachelor’s degree preferred.
• Previous experience providing high-level administrative support to executives or senior leadership strongly preferred.
• Exceptional organizational and time management skills, with the ability to manage competing priorities and deadlines.
• Ability to adapt to changing needs and priorities in a fast-paced, mission-driven environment.
• Excellent written and verbal communication skills, with a professional and polished approach.
• Self-motivated, with the ability to work independently, take initiative, and collaborate effectively with others.
• Strong attention to detail, sound judgment, and the ability to handle sensitive and confidential information with discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and related software.
• Valid driver’s license required; must meet company eligibility requirements.

Our 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

This is a full-time position. Starting salary range is $20.00 - $22.00 per hour. Criminal background check and drug screen required upon conditional offer of hire. Equal Opportunity/Affirmative Action Employer/Drug-Free/Tobacco Free Workplace.

The position description may not include all the duties and responsibilities of the job. Duties and responsibilities that are not listed, but which the employee may be expected to perform, will fall within the scope of the skills, knowledge and training for the position.

LifeSouth is a Drug-Free and Tobacco-Free Workplace. LifeSouth is a VEVRAA Federal Contractor as well as an affirmative action employer and provides equal opportunity to all persons, regardless of race, religion, age, gender, disability, status as a protected veteran, national origin, color, or any other classification in accordance with federal, state, and local statutes, regulations, and ordinances. Veterans are encouraged to self-identify as LifeSouth desires to provide protected veterans priority referrals for open positions. LifeSouth complies with all laws and regulations associated with the Family Medical Leave Act (FMLA) and the Americans with Disability Act (ADA). LifeSouth is an E Verify employer.

If you require any assistance to complete the application process or during the interview due to a disability, please contact the LifeSouth region where you are applying or call 1-888-795-2707 to request an accommodation. Applications may be completed at a LifeSouth facility or mailed to corporate headquarters in lieu of the on-line application process.

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