Executive Assistant to CEO & CFO

Midwest Transplant Network - Westwood, KS

Full-time - Entry Level

Westwood, KS

Hospitals

About the position

The Executive Assistant to the CEO and CFO is responsible for providing comprehensive administrative support to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO) of Midwest Transplant Network Inc. This role is pivotal in ensuring smooth communication and operations within the organization, particularly with the Governing Board and Advisory Board. The Executive Assistant will maintain professional relationships with the leadership team and serve as a liaison for board members, supporting their engagement and activities. Key responsibilities include scheduling meetings, managing online meetings for boards and committees, and maintaining records of meeting attendance and minutes. The Executive Assistant will also serve as a secondary point of communication for board members in the absence of the CEO, ensuring timely responses and follow-ups. A critical aspect of this role is sophisticated calendar management, which involves prioritizing inquiries and requests, troubleshooting calendar conflicts, and providing timely reminders for upcoming appointments. In addition to administrative tasks, the Executive Assistant will prepare agendas, notices, minutes, and resolutions for corporate meetings, ensuring that all documentation is posted and secured promptly. The role also involves coordinating conferences and travel arrangements for executive and board members, maintaining confidentiality of corporate and personnel matters, and performing regular coverage of the executive suite reception area. The Executive Assistant will also coordinate special organizational events and perform other duties as assigned for the overall benefit of the organization.

Responsibilities

• Provide high-level comprehensive administrative support to the CEO.
• Provide comprehensive administrative support to the CFO.
• Maintain professional relationships and rapport with the leadership team and serve as a liaison for Governing and Advisory Board members.
• Support activities for Boards of Directors.
• Schedule meetings and serve as administrator for online meetings of boards and committees.
• Maintain records for meeting attendance, meeting minutes, and documents; ensure retention of all documents on appropriate online sites and hard-copy for applicable documents.
• Serve as secondary point of communication to board members to support engagement in absence of CEO.
• Maintain records of all MTN board meetings, including Governing, Advisory, and related committees, for board members.
• Serve as the primary point of contact for general information when CEO or CFO is unavailable.
• Provide answers and follow-up to executives in a timely fashion.
• Report suggestions for improvement in workflow to Executives.
• Maintain keen awareness of CEO and CFO schedule and provide sophisticated calendar management by prioritizing inquiries and requests while troubleshooting calendar conflicts.
• Provide timely meeting reminders and support for upcoming appointments; schedule appointments, provide data or other needed preparation as requested.
• Prepare agendas, notices, minutes, and resolutions for corporate meetings, as requested.
• Ensure minutes are posted/secured in a timely manner.
• Create and maintain database information, spreadsheets, and presentation files for CEO and CFO.
• Coordinate conferences, Board meetings, and other functions sponsored by Midwest Transplant Network, including travel to meetings with Executive Staff members and Board members.
• Coordinate travel arrangements and registrations for Executive & board member travel arrangements, as requested.
• Maintain confidentiality of all corporate and personnel matters.
• Maintain all organization original files of accreditation documentation and certificates.
• Prepare minutes for monthly MTN Leadership meetings.
• Coordinate daily the timely collection and distribution of Senior Leaders outgoing and incoming mail.
• Perform regular coverage of the executive suite reception area as part of a rotating schedule shared with other Administrative Assistant team members.
• Coordinate special organizational events or activities.
• Perform other duties as assigned for the overall benefit of the organization.

Requirements

• Education equivalent to a minimum of a Bachelor's degree required.
• A minimum of three or more years of progressively responsible, professional experience in executive support required.
• Nonprofit Board experience is highly preferred.
• Ability to self-motivate, function autonomously, think creatively and work effectively with many different personality types.
• Excellent interpersonal, verbal and written communication and critical thinking skills.
• Excellent computer program skills including Microsoft Office applications with the ability to learn applications or software.
• Exceptional organizational skills and attention to detail.
• Adaptable, dependable and ethical.
• Possess strong problem-solving skills with ability to monitor own work for accuracy and thoroughness.
• Ability to prioritize and plan work activities and use time efficiently with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Must maintain a valid driver's license in accordance with MTN motor vehicle policy.
• Must have reliable personal automobile transportation to be used with company reimbursement using IRS guidelines.
• Must be able to travel within the service area by ground or air.
• Ability to work a minimum of 40 hours per week, including some nights and weekends for meetings.
• Ability to lift 50 pounds and transfer short distances.
• Possess ability to operate telephones, computers and office equipment.
• Ability to speak and communicate clearly in order to accurately convey information in person or by phone.

Nice-to-haves

• Experience with nonprofit organizations.
• Familiarity with board governance and operations.

Benefits

• Health insurance coverage.
• Paid holidays and vacation time.
• Flexible scheduling options.
• Professional development opportunities.