Executive Assistant - IBD Institute (On-site)

Cedars-Sinai•Los Angeles, CA

4d•$37 - $57•Onsite

About The Position

As an Executive Assistant, you will provide high-level administrative support to executive leadership and coordinate the administrative activities of the office. This role requires exceptional judgment, initiative, resourcefulness, and problem-solving skills, along with a detailed understanding of the department, its functions, and the larger Health System. The Executive Assistant is expected to anticipate needs, proactively address issues, prioritize competing demands, and ensure the efficient and timely flow of business through the office. Success in this role requires adaptability, discretion, strong organizational skills, and the ability to thrive in a fast-paced environment with multiple priorities and deadlines. Responsibilities include managing the Executive Director's calendar, screening calls, coordinating meetings, arranging travel, preparing correspondence and reports, and supporting human resources, payroll functions, and departmental budgetary activities.

Requirements

Exceptional judgment, initiative, resourcefulness, and problem-solving skills.
Detailed understanding of the department, its functions, and the larger Health System.
Adaptability, discretion, and strong organizational skills.
Ability to thrive in a fast-paced environment with multiple priorities and deadlines.
Proficiency in managing executive calendars, screening calls, coordinating meetings, and arranging travel.
Experience in preparing correspondence, reports, and meeting minutes.
Skill in establishing and maintaining office filing systems and database records.
Ability to research, gather, edit, compile, and organize information.
Experience reviewing financial, business, and related reports for accuracy.
Capability to coordinate projects, manage tasks, monitor budgets and timelines, and track deliverables.
Experience with UKG for timekeeping approval.
Ability to serve as a primary point of contact and represent leadership.
Experience managing complex calendars with competing priorities.
Ability to troubleshoot issues independently with minimal direction.
Skill in preparing executive materials and synthesizing complex information.
Experience coordinating faculty meetings, including agenda development and logistics.
Ability to oversee internal communications.
Experience managing and executing special projects.
Collaboration skills to work with stakeholders on initiative implementation.
Flexibility and adaptability in responding to changing priorities.

Responsibilities

Screen and prioritize calls and appointments, routing inquiries to appropriate individuals or departments.
Maintain the leader's calendar, schedule appointments and meetings, make travel arrangements, and coordinate department-hosted meetings by securing meeting space, communicating with attendees, and ensuring necessary materials and equipment are available.
Prepare correspondence, narrative and statistical reports, and meeting minutes from rough drafts or verbal instructions.
Compose routine business correspondence independently or with minimal direction and ensure accuracy in spelling, grammar, and punctuation.
Establish and maintain office filing systems and database records.
Prepare recurring reports and create special reports, files, and databases as needed.
Research, gather, edit, compile, and organize information from internal and external sources.
Review financial, business, and related reports for accuracy, coordinate corrections with data originators, and identify issues or variances requiring leadership attention.
Coordinate projects by assisting with task management, establishing deadlines, monitoring budgets and timelines, and tracking deliverables.
Review and approve departmental employee timekeeping in UKG each pay period.
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.
Manage a complex and highly active calendar consisting of administrative, clinical, academic, and institutional commitments.
Anticipate scheduling conflicts and competing priorities, proactively identifying solutions to maximize the Executive Director's time and ensure seamless operations.
Act as a trusted partner to the Executive Director by exercising sound judgment, maintaining confidentiality, and independently troubleshooting issues with minimal direction.
Prepare executive materials, synthesize complex information to support decision-making, and ensure timely follow-up and communication across initiatives.
Coordinate and facilitate faculty meetings, including agenda development, presentation support, meeting logistics, and technology needs.
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 by organizing teams, conducting background research, coordinating with internal and external stakeholders, and prioritizing work to meet deadlines and deliverables.
Collaborate with stakeholders to ensure successful implementation of initiatives, from planning and material preparation to execution, evaluation, and follow-up.
Demonstrate flexibility and adaptability in responding to changing priorities and business needs.
Perform other duties and responsibilities as assigned.