Executive Administrative Assistant
8 days ago
Los Angeles
Job Description Are you in search of a fulfilling and meaningful position? Do you want to work for an organization that promotes growth and development? Here at Men's Health Foundation we envision a world where inequity and stigma do not separate people from healthcare. "Reimagining Healthcare" is our commitment to affirming the unique experience of every patient. We prioritize our patients’ evolving needs and strive to help each patient feel comfortable, understood, and respected. Why Men's Health Foundation? Men's Health Foundation is seeking compassionate, mission-driven individuals. We believe that by reimagining how healthcare is delivered, we can help create greater health equity for those most at risk, breaking down barriers to care. We welcome all backgrounds, gender identities, and expressions. We recognize our staff as the heart of our organization and seek to provide a generous and competitive benefits package to support our employee's well-being. We offer the following: • Medical, Dental, Vision, Life and LTD insurance (may be eligible on the 1st of the month following date of hire), • 12 Paid Holidays (including 1 mental health day), • 401(k) Retirement plan (may be eligible for employer matching up to 4% following completion of 90th day of employment), • Flexible Spending Account (FSA), • 40 hours of sick pay (following completion of 90th day of employment), • Provide high-level administrative support to the Chief Nursing Officer (CNO) and Senior Director of Clinical Research Operations (SDCRO)., • Manage complex calendars, coordinate meetings, and schedule appointments across multiple departments and stakeholders., • Screen, prioritize, and respond to incoming communications including calls, emails, and internal requests., • Prepare, edit, and distribute professional correspondence, reports, presentations, spreadsheets, and other confidential documents., • Maintain strict confidentiality and manage access to sensitive organizational, clinical, and research information.Operational & Department Coordination, • Coordinate and help streamline the flow of work across the nursing and clinical research departments to support efficient operations., • Serve as a liaison between leadership and staff to facilitate communication, information exchange, and follow-up on operational initiatives., • Assist with meeting coordination, preparation of agendas, minutes, and tracking of action items., • Coordinate with external vendors, study sponsors, and service providers that support clinical operations and research activities.Clinical Research & Compliance Support, • Assist with preparing and submitting documents to sponsors, vendors, and other study-related entities., • Support implementation of research study procedures through familiarity with study protocols, standard operating procedures, and regulatory requirements., • Maintain organized research documentation and assist with tracking regulatory and operational requirements related to clinical studies.Clinical Operations Support, • Assist with maintaining inventory of medical supplies, vaccines, and medications., • Scan and organize medical documentation within the Electronic Health Record (EHR)., • Assist with completion, reporting, and indexing of Confidential Morbidity Reports as required., • Maintain recall systems for annual follow-up visits and other patient outreach initiatives.Patient Coordination & Customer Service, • Communicate directly with patients, families, medical staff, nursing staff, and interdisciplinary team members to coordinate services and support care delivery., • Assist with patient check-in, check-out, appointment scheduling, and patient communication when needed., • Support initiatives that promote high levels of patient satisfaction and customer service in collaboration with front desk and call center staff.Other Responsibilities, • Perform additional duties and special projects as assigned to support departmental and organizational goals.Qualifications, • Excellent interpersonal and communication skills, with the ability to interact professionally and compassionately with patients, staff, leadership, and external partners., • Demonstrated critical thinking skills and the ability to remain calm, organized, and effective in fast-paced or high-pressure situations., • Strong project coordination, planning, and implementation skills with the ability to manage multiple priorities simultaneously while maintaining a high level of accuracy and attention to detail., • Exceptional organizational and time-management skills with the ability to anticipate needs, take initiative, and proactively manage competing priorities., • High level of professionalism with a strong understanding of confidentiality, discretion, and appropriate workplace boundaries., • Ability to work both independently and collaboratively as part of a multidisciplinary team., • Strong written, verbal, analytical, and problem-solving skills., • Advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and other common office productivity tools., • Flexibility to occasionally adjust work hours to meet organizational needs and deadlines., • High school diploma or GED required; Bachelor’s degree preferred., • Minimum of 2–3 years of administrative assistant experience in a professional office environment required; experience supporting senior leadership or executives strongly preferred., • Prior experience in healthcare, clinical research, or nonprofit health organizations preferred., • Experience working with diverse communities, including LGBTQ+ populations, or in men’s health settings is a plus.Company Requirements, • Must be able to pass a pre-employment drug test, physical, and a background check to include a 7-year criminal, 10-year SSN & employer history reference check., • Must be able to provide proof of COVID-19 vaccination on the first day of work., • Excellent interpersonal skills., • Attention to detail., • Must take yearly flu shot or wear flu mask during flu season for patient-facing positions and test for tuberculosis as required by the Centers for Disease Control and Prevention.