Academic Affairs Executive Assistant

Cedars-Sinai•Beverly Hills, CA

About The Position

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.

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.