Executive Assistant - The Angeles Clinic & Research Institute

Provides administrative support to executive level and coordinates all administrative activities of the office. Also participates in supporting the department in administration, personnel, and call coverage. In this role, the Executive Assistant 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, payroll functions and participates in maintaining departmental budgetary considerations.

• Maintains calendar, schedules appointments, and meetings. Arranges meetings hosted by the executive, including coordinating meeting rooms, contacting attendees, facilitating their attendance, and ensuring that required informational materials and equipment are provided. Responds to general inquiries and forwards inquiries to appropriate department as needed.
• Types, from rough drafts and verbal instruction, correspondence, memoranda, and reports. Composes and distributes meeting minutes and communications. Composes more routine business correspondence for signatures, either independently or with minimal direction. Ensures that spelling, punctuation and grammar are correct.
• Establishes and maintains filing system and database records for the office as well as ensuring all distribution lists for materials/emails are current and up to date.
• Prepares slides and charts, researches, gathers, sorts, compiles, and organizes information from files, other departments, and outside agencies for special reports, presentations, and information requests.
• Reviews various financial, business and related reports and data; edits for error and makes corrections as necessary, coordinating such action with data originator. Notes variations in data or performance from expectations and ensures that they are brought to the attention of supervisor for action as necessary.
• Coordinates projects, including assisting in: task completion management, setting deadlines, monitoring budgets, maintaining project timelines and associated deliverable
• Coordinates travel arrangements including itineraries, managing reservations and ensuring reimbursement expenses are processed through Concur. Places office supply orders when needed and plans catering for meetings when necessary.

Education:

High school diploma/GED required. Associate's degree/college diploma prefer. Two (2) years college in Business, Accounting, Computer Operations & Applications preferred.

Experience:

Four (4) years of progressive responsibility in office administration with a background in customer service required.