Executive Assistant - IBD Institute; Onsite

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Grow your career at Cedars‑Sinai! Cedars‑Sinai is one of the best hospitals in America, ranked nationally by U.S. News & World Report. It provides expert care using innovative technology and research.

As an Executive Assistant, you will 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 participate in maintaining departmental budgetary considerations.

• Screen and prioritize calls and appointments; route inquiries to appropriate levels of organization. Maintain leader’s calendar, schedule appointments and meetings, make travel arrangements, and coordinate meetings hosted by the department, including room booking, attendee coordination, and equipment provision.
• Type from rough draft or verbal instruction, correspondence, narrative and statistical reports; take and transcribe minutes of meetings; compose routine business correspondence for supervisor signature with minimal direction. Ensure spelling, punctuation and grammar are correct.
• Establish office filing system and database records; prepare periodic, recurring reports; create special reports and new file and database systems on own initiative; 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; edit for error and make corrections as necessary, coordinating action with data originator. Note variations in data or performance from expectations and ensure they are brought to supervisor’s attention for action.
• Coordinate projects, assisting in task completion management, setting deadlines, monitoring budgets, maintaining project timelines and associated deliverables.
• Review UKG departmental employee time‑keeping system per pay period and sign off appropriately.

• 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. Prepare executive materials, synthesize complex information for decision‑making, and ensure timely follow‑up, completion, and communication across initiatives.
• Coordinate and facilitate faculty meetings—agenda development, presentation support, and on‑site technology logistics—to ensure smooth execution and alignment with strategic goals.
• 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 for the Executive Director by organizing teams, conducting background research, coordinating with internal and external partners, and prioritizing workflows to meet deadlines and deliverables.
• Collaborate with internal and external stakeholders to ensure successful implementation of initiatives, from material preparation and delivery to evaluation and follow‑up.
• Other duties and responsibilities be assigned based on business needs.

• High School Diploma or GED is required.
• Associate’s Degree or two‑year college diploma 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 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 prioritize assignments.

Req : 13106
Working Title :
Executive Assistant - IBD Institute (Onsite)
Department :
Research - Digestive and Liver Diseases
Business Entity :
Cedars‑Sinai Medical Center
Job Category :
Administrative
Job Specialty :
Administrative
Overtime Status : NONEXEMPT
Primary Shift :
Day
Shift Duration : 8 hour
Base Pay : $37.03 - $57.40