Job Title: Executive Assistant to the CEO

Department: Administration

Reports to: HR Manager

Exemption: Non-Exempt

Date Revised: October 2025

Position Summary

The Executive Assistant (EA) to the CEO provides high-level administrative support to the Chief

Executive Officer (CEO) and assists the Chief Legal Officer (CLO) with legal matters. This role

manages complex scheduling, executive communications, and meeting preparation, and serves as a

primary liaison to the governing board. The EA must demonstrate exceptional organization,

discretion, and familiarity with corporate and legal processes.

Essential Functions

Executive Support

• Manage executive calendars, appointments, meetings, and travel.
• Prepare executives for meetings and presentations by organizing agendas, briefings, and supporting materials.
• Plan and coordinate leadership meetings and events, including logistics, documentation, minutes, and follow-up action items in alignment with LOPA standards.
• Serve as the primary point of contact for executive communications, including mail, phone, and correspondence drafting/editing.
• Develop and format presentations aligned with brand guidelines.
• Oversee special projects and administrative assignments as delegated.
• Participate in leadership and administrative meetings.
• Handle confidential information with the highest level of discretion.
• Maintain corporate documents and records.

Board & Governance Support

• Foster positive communication and coordination with board members.
• Schedule and coordinate Board of Directors and committee meetings, including logistics and meeting materials.
• Prepare and distribute agendas, packets, and minutes in accordance with governance standards.
• Maintain Board documentation, contact records, agreements, and files within the Board Portal.
• Support new board member onboarding.

Corporate Paralegal Support

• Draft, review, and maintain corporate & governance documentation
• Support entity management. (annual filings, registrations, etc.)
• Maintain a legal document management system.
• Serve as the initial contact for contract management matters.

Job Role Expectations

• Participates in Administrative team project work, including event support, as needed.
• Participates in one donor family or community event per year.
• Promotes a positive first impression of LOPA in all interactions with visitors, phone contacts, and in written communications including online communication.
• Performs other duties and projects as assigned.

Organizational Expectations

• Embodies LOPA’s core values: Selfless, Authentic, Passionate.
• Uses constructive, respectful, and inclusive communication.
• Completes all assigned training and SOP reviews in a timely manner.
• Holds self and others accountable.
• Contributes to a strong, team-oriented culture

Work Environment & Physical Demands

• Primarily sedentary with use of hands, fingers, and visual focus.
• Occasional lifting of materials up to 50 pounds.
• Possible exposure to packaged organs or tissues during office or hospital coordination.
• Occasional in-state travel may be required.

Work Hours

• Full time position. Typical work hours are Monday-Friday 8:30am to 5:00pm with flex time
• available at the discretion of the direct supervisor.

Education and Experience

• Bachelor’s degree in a related field preferred; equivalent education and/or experience may be considered in lieu of a degree
• Minimum of five (5) years administrative support experience required
• Paralegal or governance documentation experience preferred.
• Minimum of two (2) years facilitating effective board of directors or external customer communication and collaboration preferred. 
• Demonstrated success in internal customer service-based roles.
• Experience working collaboratively with administrative teams.

Knowledge, Skills & Abilities

• Advanced organizational, communication, and interpersonal skills.
• High proficiency with Google Suite, Microsoft Office, and cloud-based tools.
• Strong meeting coordination, documentation, and presentation abilities.
• Ability to manage multiple priorities independently with minimal supervision.
• Experience mentoring or training others and leading process improvements.
• Maintains confidentiality and professionalism in all interactions.