Executive Assistant

Position Purpose

The Executive Assistant will provide confidential administrative support to the COO and Vice President. In addition, they will support the CFO, CMO, and other executive leadership when assigned. This role will support day-to-day operations, coordinate complex schedules, prepare and organize high-level communications, and serve as a key point of contact for internal and external stakeholders. The Executive Assistant will ensure the smooth functioning of executive activities and contribute to the overall efficiency of organizational leadership. The Executive Assistant will coordinate and collaborate as needed with the Executive Assistant to the CEO, ensuring schedules are aligned and continuity of operations. The Executive Assistant will handle special projects as needed.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Compensation and Benefits

• $26.00 $28.35 per hour
• Paid time off with a starting maximum of 144.04 hours per year.
• 8 Company paid Holidays.
• Medical, Dental, and Vision plan offerings for employees and their eligible dependents. All Vision plans 100% employer paid.
• Employer paid Employee Assistance Program, Life, Accidental Death & Dismemberment, and Short Term Disability.
• Offerings of Supplemental Life and Accidental Death & Dismemberment for employee and their eligible dependents.
• An employee may voluntarily designate a percentage of their salary towards employer sponsored 401(k). LWVI will match the employee's contribution up to 6% of the employee's salary.
• Discounts on Pet Insurance and other items such as phone plans, movie tickets, etc

Essential Duties and Responsibilities

• Completes a broad variety of administrative tasks for the Executive Leadership including managing an extremely active calendar of appointments, making sure the Executive Leadership schedule is followed and respected, provides “gateway” role, creating winwin situations for direct access to the Executive Leadership time and office.
• Composes and prepares correspondence that is sometimes confidential; arranges complex and detailed travel plans, itineraries, agendas, and compiles documents for meetings.
• Maintains additional documents for the Executive Leadership, including agreements, leases, and related confidential and/or legal documentation and response dates, and historic preservation documents and photos.
• Coordinates companywide meetings and corresponding logistics, including StateoftheCompany meetings as well as regularly scheduled Director’s meetings, public tours or other daily departmental interactions as needed.
• Facilitate and coordinate conference and video calls and other meetings including all contacts with participants to set dates, times, conference numbers; compiles and distributes information required for these calls; records, transcribes and distributes minutes when appropriate.
• Serve as a resource for interoffice and interdivisional communication with Directors.
• Act as an administrative resource for various functions in support of the overall Institute including completing expense reports, coordinating with vendors, purchase orders, budget assistance, supports basic office functions, copying, faxing, typing, telephone screening and messaging, etc. with appropriate and independent follow through.
• Additional responsibilities as assigned.

Education and Experience Required and/or Preferred

• Strong work tenure: five to 10 years of experience supporting CLevel Executives, preferably in a nonprofit organization.
• Twoyear college or technical school degree/certification with five or more years executive level support experience preferred.
• Must be extremely proficient in Microsoft Office (Outlook, Word, Excel, Power Point, PowerBi, Teams, etc.)

Knowledge, Skills and Abilities

• Exceptional interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Exceptional organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problemsolving with strong decisionmaking capability.
• Highly resourceful teamplayer, professional demeanor, appearance, and emotionally mature.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands.
• Ability to independently interact on behalf of the Executive and draft correspondence.
• Demonstrated above average punctuality and attendance record with availability for afterhours work when requested.

Work Environment

The work environment described here is representative of those employee encounters while performing the essential functions of the job. While performing the duties of the job, the employee may be exposed to a laboratory‐like environment or an office-like environment. The noise level is usually low. Open discussions about donor health and circumstances of death occur throughout the day. Equipment required for this position include but are not limited to, standard office space and equipment, standard PC equipment, printers, and telephone and/or headset.

As an equal opportunity employer, every qualified applicant will be considered for employment. Lions World Vision Institute does not discriminate based on race, color, sex/gender, political ideology, religion/creed, pregnancy, age, physical or mental disability, medical condition, genetic information, marital status, national origin, color, military or veteran's status, sexual orientation, gender identity, or any other status or characteristic protected by local, state, or federal laws. Lions World Vision Institute is committed to a diverse workforce and is also committed to a barrier-free employment process. In order to ensure reasonable accommodations with Title I of the Americans with Disabilities Act of 1990, individuals that require accommodations in the job application process for a posted position may contact us at (800) 214-6356 for assistance. Lions World Vision Institute will use E-Verify once you have accepted the job offer and completed the Form I-9.

About Lions World Vision Institute

Lions World Vision Institute is a nonprofit organization committed to honoring vision as a basic human right. Our work extends around the globe and includes donor family and recipient support, advanced tissue preparation for transplant cases, innovative research and technology development, eye bank and surgeon training programs, pediatric vision services, and community-based education in local and international communities for those who are visually impaired. With our worldwide ecosystem of eye banks, surgeons, and research leaders, we work tirelessly to honor a donor’s gift by protecting and supporting sight restoration for hundreds of thousands of people—transforming lives around the world…. So the world can see.