Lane Blood Center
JOB DESCRIPTION
INCUMBENT:
POSITION:
DEPARTMENTS:
DIVISION:
REPORTS TO:
FLSA STATUS:
JC:
SG:
Executive Assistant
Executive, Financial Services and Human Resources
Administrative
Regional Director
Hourly, Non - Exempt
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POSITION PURPOSE:
Provide office management and administrative support to the Regional Director (RD), Director of
Financial Services (DFS) and Human Resources Group Manager (HRGM) by performing duties
that require confidentiality, discretion, tact, diplomacy, sound judgment, analytical and
decision-making skills.
PRINCIPAL RESPONSIBILITIES:
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Work independently to provide administrative and office management support to the
Regional Director. Coordinate calendar, monitor incoming electronic mail and maintain
contact files to support efficiency.
Monitor pending projects to ensure organization and timeliness of follow-up.
Compose and prepare correspondence for RD, DFS and HRGM.
Support HRGM by ordering background checks.
Organize and maintain confidential files and office records.
Serve as compliance manager for administrative forms, ensuring forms are developed,
properly formatted and filed for workforce access.
Support official meetings including the Advisory Council and operational meetings by
 Creating and publishing schedules;
 Coordinating and publishing agendas;
 Scheduling conference rooms using Microsoft Outlook;
 Providing support and training for audiovisual equipment in campus conference rooms;
 Generating documents summarizing financial, statistical and other information;
 Attending meetings, taking and transcribing notes as needed;
 Composing, editing and publishing minutes.
Serve as a liaison between RD, DFS and HRGM and customers, vendors, staff and others;
answer non-technical questions and direct calls appropriately.
Serve as RD liaison for facility inspection and appearance. Coordinate with RD and DFS, or
Facility Manager to ensure housekeeping and facility appearance meets standards at all
times.
Serve as RD liaison for center hospitality. Coordinate with other center personnel to ensure
hospitality to visitors, employee recognition and social events supporting executive cultural
vision.
Provide customer service and trouble-shooting assistance for individuals by providing direct
support or guidance to appropriate Bloodworks staff/resources.
Serve as liaison between Bloodworks corporate executive administrative assistants and LBC
executives and directors.
Interact with external agencies to keep facility and personnel data current.
Maintain insurance certificate files; request new insurance certificates as requested by other
LBC departments.
Manage RD, DFS and HRGM travel commitments including conference registration and hotel
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accommodations. Produce itinerary of scheduled meetings and events for conferences.
Support acquisition of materials to meet RD, FS and HR supply and furnishing needs.
Review credit card statements and ensure receipts are forwarded to Financial Services.
Update the Bloodworks Pulse internal web pages with relevant information as required.
Comply with all applicable operating instructions.
Perform other duties as assigned.
REQUIREMENTS:
Education and Experience
 High school graduate or G.E.D; high school- and college-level business and writing courses
desirable.
 Minimum of two years’ experience providing administrative support to senior management.
 Experience in health care environment; familiarity with medical terminology desirable.
 Proficient in Microsoft Office applications including Excel, Outlook, PowerPoint, Publisher and
Word.
 Ability to work under stress and handle interactions with staff and public using judgment, tact
and diplomacy.
Specific Job Skills
 Command of English grammar and syntax to write clear, concise reports, correspondence
and public relations material.
 Strong proofreading and editing skills.
 Analytical skills; recognize problems, make recommendations and in some cases,
independently resolve and implement solutions. Evaluate results and progress.
 Ability to prioritize workload, meet deadlines and produce results.
 Skill in coordinating numerous activities, meetings and functions.
 Effective communication and interpersonal skills. Ability to take concise notes and transcribe
into minutes.
 Excellent customer service skills (used frequently).
 Excellent oral and written communication skills; the ability to read, write and speak English in
business setting (used frequently).
Required Abilities
 Mental activities
 Strong interpersonal skills and emotional intelligence and maturity (used continuously)
 Decision making, use of discretion, independent judgment and/or independent action
(used frequently)
 Teamwork and negotiation
 Analysis and creative problem solving
 Training, supervising and mentoring
 Basic mathematics (used occasionally).
 Physical activities
 Walking, standing, sitting for long periods, hearing, speaking, lifting 20 pounds, reaching
and handling (frequently)
 Stooping (used rarely).
Working Conditions
 Office environment including occasional overtime and evening meetings
 Potential indirect exposure to blood borne pathogens
14011480 Executive Asstistant.docx
Effective Date: January 2014
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ACKNOWLEDGEMENT
I acknowledge that I have read the job description for the Executive Assistant position. I can
perform these functions of the job and comply with all applicable SOPs as written.
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Incumbent signature
Employee ID Number
Date
14011480 Executive Asstistant.docx
Effective Date: January 2014