Job Title: Executive Assistant 

Category: Full-time; Exempt  

Reports to: Chief Operating Officer 

Location: Kansas City, MO; hybrid 

 

About PKD 

The PKD Foundation is the only organization in the U.S. solely dedicated to finding treatments and a cure for polycystic kidney disease (PKD) and to improving the lives of those it affects. Since 1982, we have proudly funded $50 million in PKD research and leveraged $1.5 billion in government funding, while serving our local communities across the country. We are inspired by our mission. And driven by our vision. Our vision is to #endPKD.   

 

Summary: 

Reporting to the Chief Operating Officer (COO), the executive assistant will provide high-quality, confidential operational and administrative support to the Executive Leadership Team as needed. The executive assistant will also be responsible for providing support services for the board of directors, assisting with human resources tasks and providing general office admin. 

Under the supervision of the Chief Operating Officer, you will be responsible for the preparation and follow-up of meetings and supporting the ELT in cross-functional, organization-wide initiatives. You will handle complex situations and multiple responsibilities simultaneously, mixing long-term projects with the urgency of immediate demands. In addition to daily operational tasks, this role will also be responsible for supporting annual projects to include budget development and strategic planning. You will play a crucial role in supporting our employees through the HR function and be expected to manage highly confidential information.  

Our ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced nonprofit environment. This is a hybrid position based out of the Kansas City Metropolitan Area.  

 

 Core Responsibilities:  


Executive Team administrative support  

  • Provide administrative support to Executive Leadership Team assisting with calendar management, development of presentations or reports, monthly expense reports, etc. 
  • Coordinate on-site and virtual leadership meeting logistics.  
  • Provide administrative support for special projects including quarterly Board of Directors reports, the annual budgeting process, annual strategic planning process and others as determined. 


Board of Directors and Committees Support  

  • Schedule Standing Committee and Board of Directors meetings and conference calls, assisting the Officers and Committee Chairs as needed.    
  • Provide logistical meeting support for all board and committee meetings which may be virtual or on-site. 
  • Negotiate hotel contracts to secure room blocks, meeting space, F&B, and A/V; manage logistics and final invoice.   
  • Prepare agendas and record minutes; collect and organize materials and presentations.   
  • Maintain all Board-related documents and Board portal. 


Human Resources

  • Coordinate interview scheduling 
  • Provide administrative support for annual projects including conflict of interest disclosures, harassment training, etc.  
  • Manage updates for employee handbook and org chart. 


Other misc. administrative support     

  • Schedule and coordinate monthly staff meetings. 
  • Vendor relationship support including outside accounting firm and state compliance manager. 
  • Assist with general office administration including mail processing, general phone line, etc. 

 

Qualifications:  

  • Three to five years' experience at the Executive Assistant level, supporting C-suite executives. 

  • Excellent communication and interpersonal skills; willingness to accept supervisory coaching. 

  • Demonstrated proficiency of all Microsoft Office applications, especially Outlook, Word, Excel and PowerPoint.   

  • Demonstrated proficiency with ZOOM.  

  • Demonstrable track record of initiative, resourcefulness and willingness to learn. 

  • A demonstrated ability to work independently, meet concurrent deadlines, organize time and priorities, and work well as a dedicated member of a team while assisting executive(s) in professional setting. 

  • Exercise professional and sound judgment. 

  • Proven writing/editing, filing, organizational, and administrative skills. 

  • Strong client service skills, with the ability to provide superior customer service to internal and external clients. 

  • Excellent verbal and written communication skills. 

  • Excellent organizational skills and attention to detail. 


Preferred Skills and Competencies: 


Knowledge/Judgment:  

  • Demonstrated proficiency in Microsoft Word, PowerPoint, Excel and ZOOM required.   
  • Ability to practice a high level of confidentiality.  
  • Knowledge of shipping and mailing procedures preferred.   
  • Ability to provide superior customer service to internal and external clients.  
  • Be detailed and accurate in work methods.  
  • Exercise good judgment with professionalism.  


Technical Skills:  

  • Use of Microsoft Office software or equivalent.  
  • Use of ZOOM meetings.

 

Travel Requirements: 

  • Less than 5% travel outside of Kansas City Metro. 
  • Attendance (virtual or in person) to support quarterly (4x/yr) Board of Directors meetings on Saturdays will be required. 

 

Physical Demands: 

 

  • Must be able to sit or stand for extended periods of time. 

  • Use hands and arms, read, stoop, crouch, talk, hear, see objects clearly at 20 inches or less. 

  • Lift and move items weighing up to 20 lbs. 

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

 

Benefits:* 

 

We value our employees’ time and efforts. Our commitment to your success is enhanced by our competitive compensation (commensurate with experience), in addition to a benefits package including: 

  • Employer-paid medical benefits including healthcare, dental, and vision for individual. 
  • Employer funded HSA (for those who elect a HDHP) 
  • Life insurance and disability insurance 
  • 401(k) retirement savings plan available after six months of continuous service, with 12% employer contribution, no match required,  
  • 11+ paid Holidays and 20 PTO days per year 
  • Hybird work environment, with collaborative business center available to employees local to the Kansas City metro area as needed. 

*Benefits are subject to board review annually and may change. 


The PKD Foundation is an equal opportunity employer and dedicated to the belief that all lives have equal value. We’re committed to creating a work environment where employees thrive both personally and professionally. We do not discriminate on the basis of race, gender, age, disability, sexual orientation, pregnancy status, veteran status, cultures, beliefs or any other status protected by law. 


For more information about the PKD Foundation, visit our website at pkdcure.org. 

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