Executive Assistant

Organization Overview

Solely funded by philanthropists Gary and Mary West, West Health includes the nonprofit and nonpartisan Gary and Mary West Health Institute and Gary and Mary West Foundation in San Diego, and the Gary and Mary West Health Policy Center in Washington, D.C. These organizations are working together toward a shared mission dedicated to enabling seniors to successfully age in place with access to high-quality, affordable health and support services that preserve and protect their dignity, quality of life and independence. Through a combination of medical research and policy initiatives, collaborations, education, and advocacy, West Health is committed to supporting and creating healthcare delivery models that improve care and access for our fast-growing, diverse population of seniors. Data/Data Science is an important engine that powers our work. For more information, visit westhealth.org and follow @westhealth.

Position Summary

This position will support multiple C-Suite Executives who oversee our three entities. The Executive Assistant (EA) will take on a broad range of functions to serve and support all areas managed by the C-Suite Executives along with supporting other West Health-related entities. The EA should have a proven track record of professionalism, discretion and extensive experience working in the C-Suite. The EA must have the ability to work independently and manage a wide variety of activities and confidential matters with the utmost discretion. This position must be proactive in anticipating needs and addressing unforeseen developments. Specifically, he/she will provide general administrative support – managing complex accurate and up to date calendars, scheduling and screening calls, handling complex and accurate travel arrangements, performing data entry, providing logistical assistance with executive events and other duties as assigned. The EA will be responsible for confidential and time sensitive material in an environment where professionalism, maturity, efficiency, and communication skills are of paramount importance. He/She must be an accessible, supportive, and a trusted team member.

Essential Duties and Functions

• Assist assigned executives to ensure that they are prepared for meetings and events.
• Proactively manage accurate calendars and communications with executives to create maximum efficiency in their roles.
• Coordinate high volume internal and external in-person, conference call, and video conference meetings from scheduling to set-up and break down.
• Arrange and ensure accurate complex domestic and international travel for executives and others as required; Proactively communicate changes and calendar management to ensure efficiency and cost-effectiveness.
• Answer calls, take messages, and route inquiries to appropriate individuals.

• Maintain and organize filing systems to ensure accuracy and efficiency.
• Maintain and handle confidential, sensitive and/or critical information, files, records, and reports without compromising trust.
• Proactively reconcile executive credit cards, receipts and prepare expense reports in a timely manner.
• Prepare and maintain timekeeping records in a timely manner.
• Maintain active research projects spreadsheet for items such as but not limited to agreements, IRB, forms, adding new projects.
• Responsible for ensuring all project databases are always up to date.
• Follow up with personnel on completion of compliance documentation such as audits and trainings.
• Be willing to learn and use Lucidoc document management software.

• Assist with one-off office-related administrative projects to ensure smooth operations across the organization and be a team player.
• May have to assist with other departments and EAs as needed.
• Have the ability to troubleshoot minor IT tasks related to conference call and video conferencing units; Proactively plan for technology challenges by ensuring IT support is available.
• Participate on the Safety Awareness team and assist with fire drill coordination.
• Ability to function well in a high-paced environment.
• Performs additional duties as assigned by executives.

Qualifications and Experience

• Bachelor’s degree required.
• 5 years of related experience required in working in an Executive Assistant role supporting C-Level executives.
• Possess high ethical standards; ability to exercise discretion and trustworthiness.
• Ability to perform under pressure and in a very dynamic environment with a high degree of composure, initiative, and motivation.
• Ability to interact with collaborators, employees, and family members in a professional manner at all times.
• Strong organization and prioritization skills with the ability to manage several projects simultaneously.
• Outstanding verbal, interpersonal and written communications skills; must demonstrate judgment, tact, and diplomacy in dealing with internal and external customers.
• Proficient Microsoft Office suite skills
• Familiarity with video conferencing is a plus.
• High energy, enthusiastic and creative
• Must be able to work flexible hours.
• Local travel may be required for specific events.
• Commitment to West Health’s values and mission
• Strongly recommend to be up to date with vaccinations against COVID-19

Compensation and Benefits

The estimated compensation range for this position is $80,000 - $100,000.We gladly offer:

• An up to 10% Annual Performance Bonus
• Hybrid work schedule
• Robust Benefits Package including Medical, Dental, and Vision plans
• 401K/403b Retirement Plan Match
• Professional Reimbursements
• Generous PTO and Paid Holidays

West Health is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, color, religion, national origin, sexual orientation, gender, marital status, age, disability, or veteran's status.

Job Type: Full-time

Pay: $80,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Ability to Relocate:

• La Jolla, CA 92037: Relocate before starting work (Required)

Work Location: Hybrid remote in La Jolla, CA 92037