Academic Affairs Executive Assistant

Cedars-Sinai Medical Center•Beverly Hills, CA

About The Position

Grow your career at Cedars-Sinai! Cedars-Sinai Medical Center has been named to the Honor Roll in U.S. News & World Report’s “Best Hospitals 2025-2026” rankings . When you join our team, you’ll gain access to our groundbreaking biomedical research facilities and sophisticated medical education programs. We offer learning programs, tuition reimbursement and performance-improvement projects so you can achieve certifications and degrees while gaining the knowledge and experience needed to advance your career. We take pride in hiring the best, most hard-working employees. Our dedicated doctors, nurses and staff reflect the culturally and ethnically varied community we serve. They are proof of our dedication to creating a dynamic, inclusive environment that fuels innovation and the gold standard of patient care we strive for. What will you be doing in this role? The Academic Affairs Executive Assistant (EA) provides administrative support to executive level and coordinates the administrative activities of the office. Demonstrates initiative, resourcefulness and problem-solving skills in applying a detailed knowledge of the responsibilities, functions and underlying management structure of the department and of the larger Health System in organizing and prioritizing work, establishing procedures and systems and ensuring the orderly and timely flow of business through the office. Maintains supervisor's calendar, screens calls, schedules meetings, takes minutes at meetings, schedules travel reservations, types correspondence and reports; and performs related duties as required. Coordinates/ administers human resource, payroll functions and participates in maintaining departmental budgetary considerations.

Requirements

Four (4) plus years of experience in office administration with a background of customer service required.
Proficient typing skills (60-75 WPM); ability to edit materials using Windows or a similar system; Demonstrated expertise in Excel and creating slide decks.
Able to compose letters, policy statements, procedure manuals and reports; Experienced in organizing and transcribing complex statistical and narrative reports, charts and exhibits suitable for publication and distribution.
High School Diploma/GED required.

Nice To Haves

Experience in health center preferred.
Experience with Microsoft Office Suite preferred.
Bachelor’s degree preferred.

Responsibilities

Screens and prioritizes calls and appointments, routes inquiries to other levels of the organization as appropriate.
Maintains supervisor’s calendar, schedules appointments and meetings, makes travel arrangements.
Arranges meetings hosted by the department, coordinating meeting rooms, contacting attendees, facilitating their attendance, ensuring that required informational materials and equipment are provided
Types from rough draft or verbal instruction, correspondence, narrative and statistical and reports.
Takes and transcribes minutes of meetings.
Composes more routine business correspondence for supervisor signature independently or with minimal direction.
Ensures that spelling, punctuation and grammar are correct.
Establishes office filing system and database records for office.
Prepares periodic, recurring reports from database.
Creates special reports and new file and database systems on own initiative as required.
Researches, gathers, edits, compiles, and organizes information from other departments, outside agencies, etc. in response to requests for special reports
Reviews various financial, business and related reports and data; edits for error and makes corrections as necessary, coordinating such action with data originator.
Notes variations in data or performance from expectations and ensures that they are brought to the attention of supervisor for action as necessary.
Coordinates projects, including assisting in: task completion management, setting deadlines, monitoring budgets, maintaining project timelines and associated deliverables.
Reviews ‘Kronos’ the departmental employee time keeping system per pay period and signs off appropriately.