Executive Administrative Assistant

Mens Health Foundation • West Hollywood, CA

8d

About The Position

THE EXECUTIVE ADMINISTRATIVE ASSISTANT PROVIDES HIGH-LEVEL ADMINISTRATIVE AND OPERATIONAL SUPPORT TO THE CHIEF NURSING OFFICER (CNO) AND SENIOR DIRECTOR OF CLINICAL RESEARCH OPERATIONS (SDCRO) AT MEN’S HEALTH FOUNDATION AND MILLS CLINICAL RESEARCH. THIS ROLE SUPPORTS KEY FUNCTIONS ACROSS THE NURSING/CLINICAL OPERATIONS AND CLINICAL RESEARCH TEAMS TO ENSURE EFFICIENT DEPARTMENTAL OPERATIONS AND THE CONTINUED DELIVERY OF HIGH-QUALITY PATIENT CARE AND CLINICAL RESEARCH PROGRAMS.

THE EXECUTIVE ADMINISTRATIVE ASSISTANT PERFORMS A VARIETY OF ADMINISTRATIVE, CLERICAL, AND COORDINATION DUTIES THAT FACILITATE THE DAY-TO-DAY ACTIVITIES OF THE CLINICAL AND RESEARCH DEPARTMENTS. RESPONSIBILITIES INCLUDE MANAGING COMMUNICATIONS, COORDINATING PROJECTS AND MEETINGS, ASSISTING WITH OPERATIONAL INITIATIVES, AND SUPPORTING DOCUMENTATION AND ORGANIZATIONAL PROCESSES THAT CONTRIBUTE TO THE EFFECTIVENESS OF BOTH TEAMS.

THIS POSITION WORKS CLOSELY WITH A MULTIDISCIPLINARY TEAM THAT INCLUDES MEDICAL ASSISTANTS, NURSES, LABORATORY STAFF, CLINICAL RESEARCH COORDINATORS, INVESTIGATORS, AND OTHER HEALTHCARE PROFESSIONALS. THE ROLE REQUIRES A HIGH LEVEL OF ORGANIZATION, DISCRETION, AND PROFESSIONALISM, AS WELL AS THE ABILITY TO MANAGE MULTIPLE PRIORITIES IN A FAST-PACED HEALTHCARE AND RESEARCH ENVIRONMENT.

THE EXECUTIVE ADMINISTRATIVE ASSISTANT ALSO SERVES AS A LIAISON BETWEEN LEADERSHIP AND STAFF, MAINTAINING FAMILIARITY WITH ORGANIZATIONAL POLICIES, CLINICAL RESEARCH PROTOCOLS, AND STANDARD OPERATING PROCEDURES. THE ROLE SUPPORTS LEADERSHIP IN COORDINATING MEETINGS, TRACKING INITIATIVES, AND FACILITATING COMMUNICATION ACROSS DEPARTMENTS.

Requirements

• Excellent interpersonal and communication skills, with the ability to interact professionally and compassionately with patients, staff, leadership, and external partners.
• Demonstrated critical thinking skills and the ability to remain calm, organized, and effective in fast-paced or high-pressure situations.
• Strong project coordination, planning, and implementation skills with the ability to manage multiple priorities simultaneously while maintaining a high level of accuracy and attention to detail.
• Exceptional organizational and time-management skills with the ability to anticipate needs, take initiative, and proactively manage competing priorities.
• High level of professionalism with a strong understanding of confidentiality, discretion, and appropriate workplace boundaries.
• Ability to work both independently and collaboratively as part of a multidisciplinary team.
• Strong written, verbal, analytical, and problem-solving skills.
• Advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and other common office productivity tools.
• Flexibility to occasionally adjust work hours to meet organizational needs and deadlines.
• High school diploma or GED required; Bachelor’s degree preferred.
• Minimum of 2–3 years of administrative assistant experience in a professional office environment required; experience supporting senior leadership or executives strongly preferred.
• Must be able to pass a pre-employment drug test, physical, and a background check to include a 7-year criminal, 10-year SSN & employer history reference check.
• Must be able to provide proof of COVID-19 vaccination on the first day of work.
• Excellent interpersonal skills.
• Attention to detail.
• Must take yearly flu shot or wear flu mask during flu season for patient-facing positions and test for tuberculosis as required by the Centers for Disease Control and Prevention.

Nice To Haves

• Prior experience in healthcare, clinical research, or nonprofit health organizations preferred.
• Experience working with diverse communities, including LGBTQ+ populations, or in men’s health settings is a plus.

Responsibilities

• Provide high-level administrative support to the Chief Nursing Officer (CNO) and Senior Director of Clinical Research Operations (SDCRO).
• MANAGE COMPLEX CALENDARS, COORDINATE MEETINGS, AND SCHEDULE APPOINTMENTS ACROSS MULTIPLE DEPARTMENTS AND STAKEHOLDERS.
• SCREEN, PRIORITIZE, AND RESPOND TO INCOMING COMMUNICATIONS INCLUDING CALLS, EMAILS, AND INTERNAL REQUESTS.
• PREPARE, EDIT, AND DISTRIBUTE PROFESSIONAL CORRESPONDENCE, REPORTS, PRESENTATIONS, SPREADSHEETS, AND OTHER CONFIDENTIAL DOCUMENTS.
• MAINTAIN STRICT CONFIDENTIALITY AND MANAGE ACCESS TO SENSITIVE ORGANIZATIONAL, CLINICAL, AND RESEARCH INFORMATION.
• COORDINATE AND HELP STREAMLINE THE FLOW OF WORK ACROSS THE NURSING AND CLINICAL RESEARCH DEPARTMENTS TO SUPPORT EFFICIENT OPERATIONS.
• SERVE AS A LIAISON BETWEEN LEADERSHIP AND STAFF TO FACILITATE COMMUNICATION, INFORMATION EXCHANGE, AND FOLLOW-UP ON OPERATIONAL INITIATIVES.
• ASSIST WITH MEETING COORDINATION, PREPARATION OF AGENDAS, MINUTES, AND TRACKING OF ACTION ITEMS.
• COORDINATE WITH EXTERNAL VENDORS, STUDY SPONSORS, AND SERVICE PROVIDERS THAT SUPPORT CLINICAL OPERATIONS AND RESEARCH ACTIVITIES.
• ASSIST WITH PREPARING AND SUBMITTING DOCUMENTS TO SPONSORS, VENDORS, AND OTHER STUDY-RELATED ENTITIES.
• SUPPORT IMPLEMENTATION OF RESEARCH STUDY PROCEDURES THROUGH FAMILIARITY WITH STUDY PROTOCOLS, STANDARD OPERATING PROCEDURES, AND REGULATORY REQUIREMENTS.
• MAINTAIN ORGANIZED RESEARCH DOCUMENTATION AND ASSIST WITH TRACKING REGULATORY AND OPERATIONAL REQUIREMENTS RELATED TO CLINICAL STUDIES.
• ASSIST WITH MAINTAINING INVENTORY OF MEDICAL SUPPLIES, VACCINES, AND MEDICATIONS.
• SCAN AND ORGANIZE MEDICAL DOCUMENTATION WITHIN THE ELECTRONIC HEALTH RECORD (EHR).
• ASSIST WITH COMPLETION, REPORTING, AND INDEXING OF CONFIDENTIAL MORBIDITY REPORTS AS REQUIRED.
• MAINTAIN RECALL SYSTEMS FOR ANNUAL FOLLOW-UP VISITS AND OTHER PATIENT OUTREACH INITIATIVES.
• COMMUNICATE DIRECTLY WITH PATIENTS, FAMILIES, MEDICAL STAFF, NURSING STAFF, AND INTERDISCIPLINARY TEAM MEMBERS TO COORDINATE SERVICES AND SUPPORT CARE DELIVERY.
• ASSIST WITH PATIENT CHECK-IN, CHECK-OUT, APPOINTMENT SCHEDULING, AND PATIENT COMMUNICATION WHEN NEEDED.
• SUPPORT INITIATIVES THAT PROMOTE HIGH LEVELS OF PATIENT SATISFACTION AND CUSTOMER SERVICE IN COLLABORATION WITH FRONT DESK AND CALL CENTER STAFF.
• PERFORM ADDITIONAL DUTIES AND SPECIAL PROJECTS AS ASSIGNED TO SUPPORT DEPARTMENTAL AND ORGANIZATIONAL GOALS.

Benefits

• Medical, Dental, Vision, Life and LTD insurance (may be eligible on the 1st of the month following date of hire)
• 12 Paid Holidays (including 1 mental health day)
• 401(k) Retirement plan (may be eligible for employer matching up to 4% following completion of 90th day of employment)
• Flexible Spending Account (FSA)
• 40 hours of sick pay (following completion of 90th day of employment)
• 120 hours of PTO accrued within the 1st year of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED