Executive Assistant Full Time Days Job at Hollywood Presbyterian in Los Angeles

Executive Assistant

The Executive Assistant provides an advanced level of support to multiple executives within the Executive Office. This will involve managing office functions, coordinating meetings, maintaining calendars, supporting financial/budget functions, preparing presentation materials, writing minutes, preparing business correspondence, and special projects at the executive/senior leadership level.

Responsibilities include but are not limited to the following:

• Organize and expedite the flow of work through the Administration Dept., initiate follow-up action, and serve as a resource to others in the facility.
• Heavy, complex calendar management for the executive and senior leaders.
• Compose and produce business correspondence, reports, confidential documents and/or forms, and related materials.
• Ensure confidentiality and protect access to sensitive information.
• Answer and route telephone calls, convey information, advise clients on departmental procedures, respond to inquiries or requests for information or refer to supervisor, as appropriate.
• Coordinate with Facilities Management Services for building-related activities and repairs.
• Support faculty and staff in financial transactions such as equipment/supplies procurement, and accounting for travel expenses, reimbursements.
• Research and gather data for reports. Conduct preliminary analysis of data. Recommend report content and format to display findings most effectively.

PREFERRED QUALIFICATIONS:

• Five years of executive assistant or specialized administrative experience;
• Excellent communication, interpersonal, organizational, and prioritizing skills;
• Ability to work effectively in a high-energy team environment with a wide variety of technical and administrative personnel;
• Ability to work with minimal supervision;
• A results-oriented focus with the demonstrated ability to prioritize and manage multiple time-sensitive issues and meet deadlines;
• Competency in project management. A broad knowledge of relevant computer software, e.g.: Microsoft Word, Excel, PowerPoint; Outlook
• Ability to handle sensitive and difficult situations in a professional manner;