Executive Assistant - Chair of Department of Surgery- Los Angeles

Are you ready to bring your excellent administrative skills to a world-class facility recognized as top ten in the country for Cardiology? Do you have a passion for the highest quality and patient happiness? Then please respond to this dynamic opportunity available with one of the best places to work in Southern California! We would be happy to hear from you. Cedars-Sinai Medical Center has been ranked the #1 hospital in California and #2 hospital in the nation by U.S. News and World Report, 2022-23.

Healing children as quickly and happily as possible is the mission of the doctors, nurses and specialists in the Cedars-Sinai Pediatrics Department. Our care is tailored to the needs of the whole family, and delivered with extraordinary skill, dedication and compassion. From first smiles to first dances, Cedars-Sinai Guerin Children’s is here to support families through life’s most important moments.

Summary of Essential Duties:

• Provide advanced and high-level administrative support to the Office of the Chair of Surgery by directing and executing all administrative responsibilities for office and synchronizing top level, complex commitments of Chair’s calendar on Chair’s behalf.  
• Demonstrate knowledge and understanding of the organization, functions, policies and procedures of the Department, the inter-relationship with the larger Cedars-Sinai Health System and be able to apply the knowledge to the work of the Office of Chair.
• Works with other departments, leaders across the organization and other partners in the administration of the department.  Identify and define any logistics, action items or information needed to assist Chair with maintaining operations.  Interface with internal/external stakeholders to support Chair in maintaining and further developing department growth, community outreach activities, as well as relationship building and maintenance.
• Oversee and coordinate day-to-day administrative activities performing routine administrative tasks to facilitate seamless coordination of activities for Office of Chair.  
• Manage and maintain the Chair’s calendar, schedule appointments and meetings, coordinate meetings hosted / lead by the Chair to include coordinating room, contacting attendees, facilitating attendee attendance and ensuring required informational materials and equipment are provided.
•   Maintain correspondence which is confidential and/or faculty/physician-related concerning hospital matters.
• Screen, prioritize and triage telephone calls, including complex faculty and/or patient calls.  Transcribe dictated notes including academic and research items as needed.  
• Types from rough draft or verbal instruction correspondences, narrative and statistical memoranda and reports to include composing minutes of meetings, and routine business correspondence for the Chair’s signature either independently or with minimal direction, ensuring spelling, punctuation and grammar are correct. 
• Prepare periodic, recurring reports on own initiative or as directed.  At the direction of the Chair or designee, research, gathers, compiles and organizes information from other departments, outside agencies, etc., for special reports and information requests.
• Reviews various financial, business and related reports and data provided in response to Chair inquiries and objectives for accuracy and relevance.
• Coordinate year-end, semi-annual and ad hoc faculty, program and division evaluations.
• Coordinate travel for conferences, compiling and organizing accompanying materials and itineraries as well as logistics of transportation, lodging, registration and reimbursements.
• Track Chair expenditure and reconcile variances against budget.  Handle purchases for the Office of the Chair.  Process and submit items for Chair reimbursement.
• Provide administrative support in coordination with the Chair’s research and invention projects.  Helps facilitate grant application by providing updated NIH Bio (for NIH Grants) and an updated CV. Collect letters of support and coordinate meetings between Principal Investigators and Co-PI’s, as well as gather pertinent data as requested.
• Coordinate / support special projects within the department.  Assist in planning multi-level, one-time projects within the department, such as symposium, special events, fundraising activities, and academic events at the direction of the Chair or designee.
• Establish and maintain a filing system and multiple database records for the office which incorporates pending projects, research, and departmental files.  

Key Qualifications:

Education:

• High School Diploma/GED required
• Bachelor’s Degree preferred

Skills: 

• Strong proficiency with MS Word, PowerPoint and Excel required
• Experience using Calendly, MS Teams, WebEx and Zoom preferred

Experience: 

• A minimum of 3 years of progressive experience in executive support required, preferably in a healthcare setting
•  Ability to organize complex statistical and narrative reports, charts and exhibits into a complete document suitable for presentation/publication.
  • Ability to maintain a curriculum vitae. 
  • Knowledge and understanding of the organization, functions, policies and procedures of the department, and the inter-relationship with the larger Cedars-Sinai Health System, and the ability to apply that knowledge to the work of the office.
  • Demonstrate great tact and diplomacy to maintain the confidentiality and integrity of the office, PHI, HIPPA policies and sensitive medical health records.
  • Ability to communicate professionally and effectively with executives, faculty and administrative staff, patients and representatives of public agencies and business.
  • Demonstrated ability to compose business letters, edit material and ensure correct punctuation, spelling and grammar; ability to perform simple mathematical calculations.
  • Ability to organize and manage audio/visual meetings (MS Teams, WebEx, Zoom), and catering logistics of department meetings.

Cedars-Sinai is an Equal Employment Opportunity employer.

Cedars-Sinai does not unlawfully discriminate on the basis of the race, religion, color, national origin, citizenship, ancestry, physical or mental disability, legally protected medical condition (cancer-related or genetic characteristics or any genetic information), marital status, sex, gender, sexual orientation, gender identity, gender expression, pregnancy, age (40 or older), military and/or veteran status or any other basis protected by federal or state law. If you need a reasonable accommodation for any part of the employment process, please contact us by email at Applicant_Accommodation@cshs.org and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this email address.

Cedars-Sinai will consider for employment qualified applicants with criminal histories, in accordance with the Los Angeles Fair Chance Initiative for Hiring.

At Cedars-Sinai, we are dedicated to the safety, health and wellbeing of our patients and employees. This includes protecting our patients from communicable diseases, such as influenza (flu) and COVID-19. For this reason, we require that all new employees receive a flu vaccine based on the seasonal availability of flu vaccine (typically during September through April each year) as a condition of employment, and annually thereafter as a condition of continued employment, subject to medical exemption or religious accommodation. For the same reason, you may also be required to receive other vaccines such as COVID-19 as a condition of employment. Cedars-Sinai reserves the right to make modifications to its required list of vaccines as required by law and/or policy.

Chuck Callahan