Cedars-Sinai Executive Assistant in Los Angeles, California

Job Posting: Provides primary administrative and project support to the Chairman of the Cancer Institute. Monitors all aspects of the Chairman’s professional activities to ensure completion within established time frames and schedules; coordinate and control all calendar events (Travel, recruitment and meetings); develop, maintain and control a comprehensive filing system. Assist the Service Line Director and Manager with departmental support issues in the preparation and monitoring of departmental budgets as well as some account analysis. Organize the Chairman’s office by establishing and maintaining office systems, i.e. filing, calendar, patient charts and scheduling, etc. Coordinate these systems to enable the work flow of the Chairman’s office to run smoothly and efficiently. Assist the Service Line Director and Manager in creation and maintenance of office policies and procedures, and data processing activities. Assist with the information and financial systems management. Coordinates grant, manuscript and abstract preparation for the Chairman. Compose correspondence as directed by the Chairman and the Service Line Director and Manager. Support the strategic initiatives of the Cancer Institute. Manage confidential correspondence and maintain strict confidentiality on all issues regarding department related matters. Job Responsibilities:

  1. Prioritize and compose correspondence, memos, reports, internal signature files and appointments for Executive Director. Secure confidential file system dealing with sensitive documentation.

  2. Coordinate and schedule meetings, appointments, SOCCI guest visits, recruitment and conferences. Answer and screen incoming phone calls, determining appropriate routing. Transcribe messages with accurate detail.

  3. Maintain financial records. Documenting operational budget expenses for Institute Director. Facilitates research on any questionable charges.

  4. When appropriate, takes the initiative to resolve situations or concerns independently. Communicates to the Institute Director the action taken.

  5. Serves as a liaison and resource person to departments that directly report to Institute Director

Qualification Requirements/Preferences:

Education Certifications/Licensure Experience Physical Abilities Educational Requirements:

High School graduate, Bachelor’s degree preferred.

Experience:

•5 yrs. + executive secretarial experience in a medical setting

•Knowledge in Microsoft Word, Power Point, Excel, Access and Project.

•Typing speed of 65-70 w.p.m., shorthand or fast notes at 90 w.p.m.

Physical Demands: (e.g., lifting, standing, walking)

Normal physical requirements for routine administrative responsibilities carried out at a desk.