Executive Assistant - IBD Institute (Onsite)

Cedars Sinai•Los Angeles, CA

41d•$37 - $57•Onsite

About The Position

As an Executive Assistant, you will provide administrative support to executive level and coordinate the administrative activities of the office. Demonstrate 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. Maintain CIO's calendar, screen calls, schedule meetings, take minutes at meetings, schedule travel reservations, type correspondence and reports; and perform related duties as required. Coordinate and administer human resource, payroll functions and participates in maintaining departmental budgetary considerations.

Requirements

High School Diploma or GED is required.
Four (4) years of dynamic responsibility in office administration with a background of customer service required.
Ability to type proficiently (60-75 wpm) & edit material using Windows or a comparable system.
Able to compose letters, policy statements, procedure manuals, and reports. Experienced in organizing & transcribing complex statistical and narrative reports, charts, and exhibits suitable for publication and distribution.
Experienced in handling multiple tasks with short timelines. Must be able to prioritize assignments.

Nice To Haves

Associate's Degree or two (2) year college diploma degree in Business, Accounting, Computer Operations & Applications is preferred.

Responsibilities

Screen and prioritize calls and appointments, routes inquiries to other levels of the organization as appropriate. Maintain leader's calendar, schedule appointments and meetings, make travel arrangements. Arrange meetings hosted by the department, coordinating meeting rooms, contacting attendees, facilitating their attendance, ensuring that required informational materials and equipment are provided.
Type from rough draft or verbal instruction, correspondence, narrative and statistical and reports. Take and transcribe minutes of meetings. Compose more routine business correspondence for supervisor signature independently or with minimal direction. Ensure that spelling, punctuation and grammar are correct.
Establish office filing system and database records for office. Prepare periodic, recurring reports from database. Create special reports and new file and database systems on own initiative as required. Research, gather, edit, compile, and organize information from other departments, outside agencies, etc. in response to requests for special reports
Review various financial, business and related reports and data; edits for error and makes corrections as necessary, coordinating such action with data originator. Note variations in data or performance from expectations and ensures that they are brought to the attention of supervisor for action as necessary.
Coordinate projects, including assisting in: task completion management, setting deadlines, monitoring budgets, maintaining project timelines and associated deliverables.
Review UKG the departmental employee time keeping system per pay period and signs off appropriately.
Serve as the primary point of contact for the IBD Executive Director, representing leadership with faculty, staff, institutional partners, and external stakeholders, including regulatory and funding agencies. Prepare executive materials, synthesize complex information for decision-making, and ensure timely follow-up, completion, and communication across initiatives.
Coordinate and facilitate faculty meetings-including agenda development, presentation support, and on-site technology logistics-to ensure smooth execution and alignment with strategic goals.
Oversee internal communications and notifications to faculty and staff on behalf of the Executive Director, ensuring clarity, consistency, and timeliness.
Manage and execute special projects for the Executive Director by organizing teams, conducting background research, coordinating with internal and external partners, and prioritizing workflows to meet deadlines and deliverables.
Collaborate with internal and external stakeholders to ensure the successful implementation of initiatives, from material preparation and delivery to evaluation and follow-up.
Other duties and responsibilities may be assigned based on business needs.