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Executive Assistant at ConnectLife in Williamsville, New York

Posted in Admin - Clerical 30+ days ago.

Type: Full-Time

Job Description:

As Western New York’s only community blood center and federally designated organ, eye, and tissue procurement agency, ConnectLife saves and enhances lives through the support and compassion of donors who graciously choose to give the gift of life.

Function as Executive Assistant for Administration, Advancement and the Kidney Foundation. The Executive Assistant will provide a wide range of daily support for these areas. It will assist the CEO and COO/CFO in their daily responsibilities.  Primary operator/maintainer of organization’s developmental/fund raising software. They will implement effective working systems and processes to enhance fundraising efforts and nurture a positive relationship between ConnectLife, Kidney Foundation of WNY and its’ constituents.

Essential Job Functions:

  1. Supports the daily activities of the corporate/administrative office.

  2. Routinely review Board composition and supporting organizational documents such as Bylaws. Suggest changes/updates as necessary

  3. Make a proactive effort to stay informed and up-to-date regarding changes in requirements for Board or Bylaws

  4. Books and coordinates meetings and activities of the Board of Directors and sub-committees of the Board.  Book and coordinate all business related travel for all departments

  5. Primary point of contact for development/fund raising software, including data entry. Reviews/examines donor relationships and activity to suggest/increase likelihood of continued contributions.

  6. Supports fundraising meetings by assisting in scheduling and facilitating timely follow-up.

  7. Prepares all gift acknowledgements, including receipts, thank you letters, pledge statements and reports.

  8. Accepts registrations for Kidney Foundation of WNY workshops, screenings and events. Communicates with event registrants to confirm reservations and solicit additional attendance information as needed.

  9. Creates online registration and donation forms in donor data bases and other platforms for events and fundraising campaigns.

  10. Coordinates the formatting, typing, maintenance and archiving of all organizational policy and procedure manuals and forms.

  11. Takes, transcribes, and distributes minutes of meetings, as assigned.

  12. Opens and distributes incoming administrative mail. Directs as necessary. Codes and approves invoices for payment.

  13. Maintain all administrative records and correspondence.

  14. Assist with the planning and implementation of special office events and activities.

Education Requirements:

  • Associates degree preferred.


  • 5 years of experience as an Executive Assistant required.

  • Specific experience in, and understanding of, Bylaws, Board and Board of Director requirements and interactions preferred

  • Advanced proficiency with Microsoft Word, Excel and data entry.

Knowledge, Skills and Abilities:

  • Excellent interpersonal and verbal communication skills required, including communicating with diverse individuals and C-level individuals.

  • Must be organized and detail oriented with the ability to remain accurate while under pressure.

  • Must be able to work in a fast-paced environment with demonstrated ability to manage, prioritize, and multi-task.

  • Must be able to think logically, analyze and manage large amounts of data.

Full medical, dental and vision
Generous PTO and 401K