Administrative Assistant

Job Description

Job Description

We are seeking a reliable, dedicated, experienced Administrative Assistant (Executive Assistant) to join our growing team. You will provide high-level administrative support for Senior Management Team (SMT).

The Administrative Assistant (Executive Assistant) will be a seasoned professional with strong judgement, business knowledge and personal leadership. The successful candidate will enjoy the challenge of a high volume, fast paced working environment and will demonstrate the ability to be flexible and respond quickly and appropriately based on the needs of the business. The Administrative Assistant (Executive Assistant) will possess a high level of integrity and discretion in handling confidential information.

The ideal candidate will be a well-organized, proactive problem solver, detail-oriented individual with excellent communication, and interpersonal and analytical skills. We are seeking an enthusiastic, collaborative professional with a positive attitude combined with the skills necessary to work across multiple projects and with senior leaders simultaneously.

RESPONSIBILITIES

• Optimize the SMT’s workflow and streamline their day to be as efficient as possible
• Proactively resolve last-minute changes and meeting requests with grace and finesse
• Prepare and coordinate internal and external meetings to ensure the SMT is well-prepared and debriefed prior to each engagement to maximize meeting time and presence
• Keep a pulse on the SMT’s priorities and manage their calendars accordingly
• Anticipate the SMT’s needs before they arise, adjust as needed with priorities top-of-mind
• Partner with various C-suite leaders on special projects
• Operate with complete discretion and serve as a trusted sounding board to the SMT
• Handle administrative needs and support for executive team
• Administrative coordination for events, meetings, and lunches
• Provide confidential administrative support including expense reconciliation, notetaking, and other project support as needed
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives and other staff as needed
• Support and aid in the documentation, dissemination, and sharing of knowledge across the Center as needed
• Perform research and contribute to/manage special projects as needed
• Perform other duties as assigned by the SMT
• Demonstrate knowledge and understanding of the organization, functions, policies and procedures of the Center
• Identify and define any logistics, action items or information needed to assist the SMT with maintaining operations
• Oversee and coordinate day-to-day administrative activities performing routine administrative tasks to facilitate seamless coordination
• Maintain correspondence which is confidential and/or faculty/physician-related concerning Center matters
• Screen, prioritize and triage telephone calls, including complex employee 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 with minimal direction, ensuring spelling, punctuation and grammar are correct
• Coordinate travel for conferences, compiling and organizing accompanying materials and itineraries as well as logistics of transportation, lodging, registration and reimbursements
• Establish and maintain a filing system and multiple database records for the office which incorporates pending projects, research, and departmental files

QUALIFICATIONS

• Degree and 15+ years of administrative experience, experience directly supporting a "C" level for the past 5+ years
• Must have Healthcare experience
• Able to identify and resolve problems in a timely manner and with minimal direction
• Able to perform duties with a high level of confidentiality and discretion and can be trusted with sensitive information
• Strong interpersonal skills and can work well with different personalities in the organization
• Excellent written and verbal communication and can edit work for spelling and grammar
• Extremely organized and conscientious
• Strong sense of urgency and can work longer hours when necessary
• Excellent computer skills and proficiency in the Microsoft Office suite and Teams is required
• Ability to quickly learn, effectively use, and troubleshoot technical needs required
• Experience using ADP, Square, DocuSign, Adobe Acrobat, Survey Monkey, Visio are a plus
• Extremely strong time-management skills
• Ability to organize and coordinate multiple concurrent projects
• Ability to effectively manage and balance multiple tasks, priorities, and schedules
• Ability to maintain confidential information related to the company and its employees
• Excellent written and verbal communication skills
• Skilled in formatting, editing, and proofreading required
• Ability to interact professionally and work well with internal and external stakeholders, including Board members, senior leaders, and program and department staff
• Ability to smartly assess and predict outcomes, challenges, and needs to inform their initiative in action taking and decision making is highly desired

EDUCATION

Bachelor Degree Preferred

BENEFITS

We offer competitive salaries and a diverse blend of benefits and incentives. Benefits include:

• Health, dental, and vision insurance
• 401k matching
• FSA
• Company-sponsored life insurance
• Voluntary supplemental life insurance
• Voluntary short-term / long-term disability options
• Flex PTO & paid holidays
• Employee recognition programs
• Team building events & employee appreciation lunches
• Referral bonus programs
• Job training, professional development, & continued education

About the Practice and Mission

At the Beverly Hills Cancer Center, our primary goal is to cure every patient's cancer. Since we know that in many cases advanced-stage cancers cannot be cured, our next goal is to make cancer a chronic disease, with which our patients can live and lead relatively normal lives. We accomplish our goals daily in our Los Angeles facility, which provides state-of-the-art, cutting-edge medical treatment, and caring attention to the mind, body and soul of each and every patient. With this fusion of science and caring, we aim to provide our patients with the best possible healing, and pride ourselves for being one of the best cancer treatment centers internationally.

As a private, comprehensive facility, Beverly Hills Cancer Center provides state-of-the-art cancer treatment under one roof. Our facilities include an innovative radiation oncology center, a soothing and spacious infusion center, a full-service diagnostic imaging center (with MRI, CT, PET/CT, and Bone Scan technology), and a complete, award-winning diagnostic laboratory. We also conduct some of the world’s leading clinical trials for cancer treatment right here in our facility — making ours one of the top cancer centers in Los Angeles and worldwide.

Driven by our unique model and goal to provide exceptional and personalized care, we have become the only private comprehensive cancer treatment facility in Southern California. By combining advanced treatment modalities and technologies, in a soothing environment with caring physicians and staff, we are able to provide maximum peace of mind for patients. While such things may seem like a luxury to some, here at the Beverly Hills Cancer Center we understand that a tranquil, stress-free environment is integral to the healing process.

Beverly Hills Cancer Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience (including specific industry), education, specialty and training. This pay scale is not a promise of a particular wage.