Executive Assistant - Ea24-01135

Position:Executive Assistant
Location: Los Angeles, CA (some remote flexibility)
Duration: 10 weeks with possible extensions
SHIFT: M-F 8-5

Job Description:

The Executive Assistant serves as the first line of communication for the PI, and acts as a liaison with divisional management, faculty, and key stakeholder relationships. Ensures that the PI is adequately informed, and prepared for day-to-day operations. The incumbent will manage and coordinate complex calendaring for the PI; will often be called upon to investigate issues and problems; draft and prepare responses to urgent requests; online submission and verification of scientific manuscripts; and juggle multiple issues throughout the day.

Additionally, major functions and areas of responsibility include:

• Coordinating complex and specific travel requirements; processing travel and expense reimbursements; organizing ad-hoc and standing meetings on a broad range of issues; and may assist in preparing confidential reports for various audiences.
• In the days and weeks ahead of meetings, candidate will research, compile, and summarize issues, policies and topics; provide background information, talking points and briefing materials; prepare meeting materials for distribution, write and ensure meeting notes are disseminated appropriately.
• Serves as a gatekeeper, understanding the priorities and time constraints of the Chair.
• Supports the PI in the development and implementation of efficient and effective systems for managing information, projects and communications both inside the office and with others at client's, as well as external scientific and scholarly organizations; maintains a comprehensive database of initiatives and assignments as well as electronic and paper files for the PI.
• When assigned special projects, the incumbent is expected to manage the entire problem-solving process: gather and sort information, identify potential solutions, and present the finished project in the form of written recommendation.

Required Experience:

• Must have 3+ years of experience supporting C-Level executives on a variety of assignments with minimal direction
• Demonstrated consistent reliability in the office: timeliness, speed, efficiency, and responsiveness in performing daily tasks and assigned projects
• Demonstrated writing skills to independently compose grammatically correct routine business correspondence, agendas, minutes, reports and effective meeting minutes into final form, with speed and accuracy
• Using independent judgment, skill in managing complex calendars and scheduling appointments, arranging meetings and special events using Microsoft Outlook; and intermediate to advanced skills in Microsoft Office Suite

Preferred Experience:

• Bachelor’s Degree strongly preferred.
• Knowledge of Client's Travel Express, BruinBuy, and client's travel and reimbursement policies.
• NIH Grants