Administrative Assistant IV

ABOUT US- COMPANY INFORMATION

The Lundquist Institute for Biomedical Innovation at Harbor-UCLA Medical Center (TLI) is Los Angeles County's preeminent independent, not-for-profit biomedical research hub, excelling in transforming scientific breakthroughs into practical therapies. With a $90 million annual budget, the renowned TLI is home to over 150 investigators and 500 staff, advancing 600 projects in areas such as Infection and Immunity, Cancer, and Women's Health. Founded in 1952, the Institute continues to train physician-scientists and manage healthcare programs for 60,000 underserved families throughout South Los Angeles.

POSITION SUMMARY & JOB SUMMARY

Administrative Assistant IV is responsible for providing advanced administrative support to a department or executive team. This role involves managing calendars, scheduling meetings, meeting materials, coordinating travel arrangements, preparing minutes, reports and presentations, and handling correspondence. Administrative Assistant IV may assist with managing budgets, assisting with and participating in project management tasks. Strong organizational and communication skills are essential for success in this position, as well as the ability to prioritize tasks, anticipate needs and work in a fast-paced environment. A high level of professionalism and discretion is required, as the Administrative Assistant IV often deals with sensitive and confidential information.

DUTIES AND RESPONSIBILITIES

• Provide high-level administrative support to the Chief Operating Officer (COO)

• Manage and prioritize calendars, including scheduling meetings, appointments, and travel arrangements

• Prepare and organize documents, reports, and presentations for meetings and events

• Coordinate and facilitate communication between executive, internal and external stakeholders

• provide administrative support to internal advisory committees, including meeting planning, preparation of meeting materials and ensure alignment with the committee's charter and organizations mission

• Facilitate communication between stakeholders, ensuring their interests are represented and addressed

• Track and assess the performance of the internal advisory committee processes and report findings to the COO

• Handle confidential and sensitive information with discretion and professionalism

• Assist with special projects, research, and data analysis as needed

• Asasist and participate with detailed progress against established timelines and deliverables, informing COO and providing alternative options as necessary

• Manage and maintain meeting minutes

• May manage and maintain executive emails and correspondence, ensuring timely responses and follow-up

• Plan and coordinate meetings as assigned

• Perform other duties as assigned.

EDUCATION

• Required

• High school diploma or equivalent.

• Preferred

• Post-secondary certificate, diploma, or degree in business administration, office administration, or a related field.

• Continuing education or professional development courses in areas such as project management, communication skills, and computer software applications may also be beneficial for advancing in this role.

QUALIFICATIONS

1.5+ years of experience in administrative support roles, with increasing levels of responsibility

2.Minimum of intermediate skills in Microsoft Office Suite and other relevant software programs

3.Strong organizational and time management skills

4.Excellent communication and interpersonal abilities

5.Ability to handle confidential information with discretion

6.Experience managing calendars, scheduling meetings, and coordinating travel arrangements

7.Strong attention to detail and accuracy

8.Ability to work independently and prioritize tasks effectively.

CERTIFICATIONS

• Microsoft Office Specialist (MOS)

ESSENTIAL FUNCTIONS

• Fully engage with what others are saying, taking the time to comprehend their points, asking relevant questions, and avoiding interruptions at inappropriate moments

• Understand and interpret written sentences and paragraphs in work-related documents

• Communicate information clearly to others

• Seek opportunities to help colleagues and clients

• Ability to effectively communicate and collaborate within cross-functional teams

• Communicating effectively in writing as appropriate for the needs of the audience

• Express information and ideas clearly in writing for others to comprehend

• Aptitude to learn new software and the ability to quickly understand and adapt to new computer programs or applications

PHYSICAL DEMANDS

• Sitting (70%): The majority of the work involves sitting at a desk or workstation while performing tasks such as typing, filing, and managing phone calls.

• Standing (15%): Occasional standing is required for tasks like retrieving documents and supplies or participating in meetings.

• Walking (10%): Movement around the office is necessary to interact with colleagues, attend meetings, or access different areas (e.g., copying, faxing).

• Lifting/Carrying (5%): Occasionally lifting or carrying items such as files, books, or office supplies (typically up to 10-15 pounds).

• Repetitive Motions (Typing/Keyboarding) (Varies): Frequent use of a computer mouse and keyboard may lead to repetitive strain; attention to ergonomics is important

Salary: $75,000-$85,000/yr.