As an Executive Assistant, 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.
Primary Duties and 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.
Teamwork & Customer Relation Responsibilities
- Establish effective working relationships with cross-functional teams.
- Collaborate to problem solve and make decisions to achieve desired outcomes.
- Identify and respond appropriately to both internal and external customer needs utilizing available resources.
- Share knowledge, time and expertise to assist other members of the team.
- Respond timely, effectively and appropriately to deliverables.
Education:
- High School Diploma or GED required.
- Associate's Degree or two (2) year college diploma degree in Business, Accounting, Computer Operations & Applications preferred.
Experience & Skills:
- Four (4) years of Progressive 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.
- Collaborate with internal & external stakeholders to independently complete assigned projects.
Cedars-Sinai is a leader in providing high-quality healthcare encompassing primary care, specialized medicine and research. Since 1902, Cedars-Sinai has evolved to meet the needs of one of the most diverse regions in the nation, setting standards in quality and innovative patient care, research, teaching and community service. Today, Cedars- Sinai is known for its national leadership in transforming healthcare for the benefit of patients. Cedars-Sinai impacts the future of healthcare by developing new approaches to treatment and educating tomorrow's health professionals. Additionally, Cedars-Sinai demonstrates a commitment to the community through programs that improve the health of its most vulnerable residents.
Cedars-Sinai is one of the largest nonprofit academic medical centers in the U.S., with 886 licensed beds, 2,100 physicians, 2,800 nurses and thousands of other healthcare professionals and staff. Choose this if you want to work in a fast-paced environment that offers the highest level of care to people in the Los Angeles that need our care the most.
Req ID : 10742
Working Title : Executive Assistant to VP CIO (Full-Time, On-Site)
Department : Chief Investment Officer
Business Entity : Cedars-Sinai Medical Center
Job Category : Administrative
Job Specialty : Administrative
Overtime Status : NONEXEMPT
Primary Shift : Day
Shift Duration : 8 hour
Base Pay : $36.31 - $56.28
