Executive Assistant (Onsite) - Children's Health Institute

From first smiles to first dances, Cedars-Sinai Guerin Children’s is here to support you and your family through life’s most important moments.

We designed our new state-of-the-art pediatric unit in the heart of Los Angeles for the infants, kids and teens in our community and beyond.

Whether your little one just needs a checkup or you’re seeking a second opinion before surgery, we will help you access the care your child needs whenever your child needs it.

Guerin Children’s is the network of pediatric services provided by Cedars-Sinai, one of the top hospitals in the country and ranked #1 in California by .

News & World Report. At Cedars-Sinai Guerin Children’s, you’ll always have a seamless experience thanks to our unmatched care coordination, ease of access and best-in-field pediatric specialists.

As an Executive Assistant, provide administrative support to executive levels and coordinate the office's administrative activities.

Demonstrates initiative, resourcefulness, and problem-solving skills in applying a detailed knowledge of the department's responsibilities, functions, and underlying management structure and 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.

Maintains supervisor's calendar, screens calls, schedules meetings, takes minutes at meetings, schedules travel reservations, types correspondence and reports;

and performs related duties as required. Coordinates / administers human resource, and payroll functions and participates in maintaining departmental budgetary considerations.

Primary Duties & Responsibilities :

• Screens and prioritizes calls and appointments, and routes inquiries to other levels of the organization as appropriate.
• Maintains supervisor’s calendar, schedules appointments and meetings, and makes travel arrangements.
• Arrange meetings hosted by the department, coordinate meeting rooms, contact attendees, facilitate their attendance, ensuring that required informational materials and equipment are provided
• Types from rough draft or verbal instruction, correspondence, narrative, and statistical reports. Takes and transcribes minutes of meetings.
• Composes more routine business correspondence for supervisor signature independently or with minimal direction. Ensures that spelling, punctuation, and grammar are correct.
• Establishes office filing system and database records for the office.
• Prepares periodic, recurring reports from the database. Creates special reports and new file and database systems on own initiative as required.

Researches, gathers, edits, compiles, and organizes information from other departments, outside agencies, etc. in response to requests for special reports.

Reviews various financial, business, and related reports and data; edits for errors and makes corrections as necessary, coordinating such action with the data originator.

Notes variations in data or performance from expectations and ensures that they are brought to the attention of the supervisor for action as necessary.

• Coordinates projects, including assisting in task completion management, setting deadlines, monitoring budgets, maintaining project timelines and associated deliverable
• Reviews Kronos’ the departmental employee timekeeping system per pay period and signs off appropriately.

Education :

High school diploma or GED is required. Associate's Degree / College Diploma in Business, Accounting, Computer Operations & Applications is preferred.

Experience & Skills :

• Four (4) years of progressive experience and responsibility in office administration with a background in customer service.
• 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 and transcribing complex statistical and narrative reports, charts, and exhibits suitable for publication and distribution.
• Experienced in handling multiple tasks with short timelines, and must be able to prioritize assignments.
• Collaborate with internal and external stakeholders to Independently complete assigned projects.
• Establishes effective working relationships with cross-functional team(s).
• Responds timely, effectively, and appropriately to deliverables.
27 days ago