Administrative Assistant

Join LifeLink Join a Life Saving Team

About LifeLink More than four decades ago, a visionary group of innovators, led by renowned nephrologist Dr. Dana Shires, made a life-changing commitmentto save lives through organ and tissue donation. From that bold beginning, LifeLink Foundation was established founded with heart, purpose, and a mission that still guides us today.

What started as a nonprofit with big dreams has grown into a vision-driven organization of more than 700 dedicated professionals across west-central Florida, Georgia, parts of South Carolina, Puerto Rico, and the US Virgin Islands.

At LifeLink, we are united by our mission: To honor donors and save lives through organ and tissue donation.

Our vision remains clear: To maximize the gift of life while giving hope to donor families and transplant patients.

We are grounded in the values that shape our work and cultureCompassion. Excellence. Legacy. People. Quality.

If you're inspired by purpose, driven by impact, and ready to help save and heal lives, LifeLink is the place for you.

What You'll Do As an Administrative Assistant, you will directly contribute to LifeLink's life-saving mission. The Administrative Assistant for the Public Education teams (Public Affairs and Multicultural Donation Education Program) plays a critical role in the smooth implementation of public education initiatives in Georgia by supporting public education staff and serving as a first line of contact for the public through phone interaction. This role also includes maintaining important demographic and initiative data, managing inventory and deployment of public education materials, assisting with meeting preparations, event scheduling, and volunteer onboarding, as well as performing general administrative duties.

Key Responsibilities:

• Serve as first line of contact for the public by answering incoming phone calls, providing public education information/answers to public education questions, and assessing the needs of callers by taking messages or transferring calls to the appropriate member of the public education team.
• Communicate with public education staff, particularly when they are in the field, regarding itinerary changes, telephone messages, and incoming mail, which may need immediate response.
• Maintain current demographic and public education data, such as driver license and Department of Natural Resources donor designation information, update public education dashboards, and contribute to monthly reporting.
• Research/run reports and statistical information in the Volunteer Management System, state donor registries, Power BI, or other current data systems.
• Inventory, organize, facilitate ordering, and coordinate distribution of public education materials for events and initiatives.
• Facilitate planning and execution of departmental or other meetings, including securing space, sending meeting invites, preparing agendas, attending, taking and distributing minutes, and ordering refreshments as directed.
• Support the volunteer program by initiating and tracking onboarding, coordinating volunteer meeting location, refreshments, communicating messages or information to volunteers, scheduling and providing supplies for volunteer participation in public education activities, and processing volunteer mileage requests.
• Assist with coordinating and compiling presentation materials and maintenance of the lobby monitor.
• Prepare and coordinate mailings and/or special projects, including researching and obtaining materials, creating and maintaining mailing lists, and packaging contents for special events and observances.
• Interact with Florida and Puerto Rico public education and support staff to communicate messages, complete projects, or share ideas.
• Assist at events on or off-site as requested.

Who You Are:

• Passionate about helping others and making a difference
• Aligned with LifeLink's core values of Compassion, Excellence, Legacy, People, and Quality
• Related college courses and/or Advanced Secretarial Certifications plus a minimum of one year of experience as an Administrative Assistant or equivalent experience of two to four years.
• Bi-lingual desired but not required.
• Professional demeanor, appearance and attitude.
• Demonstrated written and verbal communication skills, with an emphasis on composition, grammar and punctuation.
• Professional telephone presence, protocol and follow-up.
• Proficient with Microsoft Office and other related software (Excel, PowerPoint).
• Ability to meet deadlines, prioritize, multi-task and organize workflow.
• Demonstrated proactive, positive and professional interpersonal skills a flexible team player.
• Demonstrated punctuality and attendance record and availability for after-hours work when requested to do so.
• Demonstrated physical ability to lift, carry and/or move equipment of varying weight from 1 to 40 pounds.
• A collaborator who thrives in a mission-first environment.

Why LifeLink?

• Be part of an organization with a legacy of saving lives and giving hope
• Join a passionate and supportive team across Florida, Georgia, and Puerto Rico
• COMPANY PAID Medical, Dental, Disability & Life Insurance
• Generous COMPANY PAID Pension Plan for your Retirement
• Paid Vacation, Sick Days & Holidays
• Growth opportunities in a mission-driven, high-impact nonprofit
• Work with purpose, knowing your efforts directly touch lives

Working Conditions Pleasant and comfortable work environment. Routinely works customary hours, although deadlines or events may require extended working hours.

Diversity, Equity & Inclusion LifeLink is proud to be an equal opportunity employer. We celebrate diversity and are committed to building an inclusive environment that reflects the communities we serve.

Ready to Help Change Lives? Your next career move could be the most meaningful one yet.