Executive Assistant - IBD Institute (On-site)

About the role

Cedars-Sinai is a top hospital recognized nationally by U.S. News & World Report. We offer competitive salaries, excellent benefits, and a supportive, diverse workplace culture.

Responsibilities

• Screens and prioritizes calls and appointments, routing inquiries to appropriate individuals or departments.
• Maintains the leader's calendar, schedules appointments and meetings, makes travel arrangements, and coordinates department-hosted meetings.
• Prepares correspondence, narrative and statistical reports, and meeting minutes from rough drafts or verbal instructions.
• Composes routine business correspondence independently or with minimal direction and ensures accuracy in spelling, grammar, and punctuation.
• Establishes and maintains office filing systems and database records.
• Prepares recurring reports and creates special reports, files, and databases as needed.
• Researches, gathers, edits, compiles, and organizes information from internal and external sources.
• Reviews financial, business, and related reports for accuracy, coordinates corrections with data originators, and identifies issues or variances requiring leadership attention.
• Coordination projects by assisting with task management, establishing deadlines, monitoring budgets and timelines, and tracking deliverables.
• Reviews and approves 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.
• 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.
• Demonstrate flexibility and adaptability in responding to changing priorities and business needs.
• Perform other duties and responsibilities as assigned.

Qualifications

• 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.
• 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.