Executive Assistant - IBD Institute (On-site)

Job Description

Grow your career at Cedars-Sinai!

Cedars‑Sinai is one of the best hospitals in America. We are ranked nationally in multiple specialties by U.S. News & World Report. Cedars‑Sinai provides expert care and medical treatment using innovative technology and the latest research. Learn more about what makes Cedars-Sinai a top hospital in the U.S. and internationally.

Why work here?

Beyond outstanding benefits and competitive salaries, we take pride in hiring the best and most hardworking employees. Our talented members reflect the cultural and ethnically diverse community we serve. They are proof of our commitment to creating an inclusive environment that fuels innovation and the gold standard of patient care we strive for.

About the Role

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.

Primary Duties and 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.

Department-Specific Responsibilities

• 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.

Qualifications

Education Requirement

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

Experience & Skills

• Four (4) years of dynamic responsibility in office administration with a background of customer service required.
• Ability to type proficiently (60-75 wpm) and edit materials using Windows or a comparable system.
• Ability to compose correspondence, policy statements, procedure manuals, and reports, and organize complex statistical and narrative information suitable for publication and distribution.
• Demonstrated ability to manage multiple priorities and meet short timelines while maintaining a high degree of accuracy and professionalism.
• Strong organizational, interpersonal, and communication skills, with the ability to interact effectively with individuals at all levels of the organization.
• Demonstrated initiative, critical thinking, and problem-solving abilities, with the capacity to anticipate needs and work independently with minimal supervision.
• Ability to quickly learn new processes, systems, and priorities in a dynamic and fast-paced environment.
• Must be able to prioritize assignments, exercise sound judgment, maintain confidentiality, and adapt to changing demands.

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