Organization Overview

Founded by philanthropists Gary and Mary West, West Health, and its affiliated organizations focus on the mission of lowering the cost of healthcare to enable 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.

Headquartered in La Jolla, California with an office in Washington, D.C., West Health includes the Gary and Mary West Health Institute, a nonprofit medical research organization and the nonprofit, nonpartisan Gary and Mary West Health Policy Center.

Position Summary

This position will support the Chief Medical Officer (CMO), who oversees three areas, Research, Data Science and Compliance. The Executive Assistant (EA) will take on a broad range of functions to serve and support all areas managed by the CMO 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

Executive Meeting, Travel, and Scheduling Tasks:

• Assist assigned executives to ensure that they are prepared for meetings and events.
• Proactively manage accurate calendars and communications with executives to create maximum efficiencies 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.

Record keeping, Tracking, and Organization Tasks:

• 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.
• Manage the Patents and Publications Committee (PPC), record keeping and provide analytics to management upon request.
• 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.

Other Duties:

• 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.
• Perform other duties and projects as assigned.

Qualifications and Experience

• 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.
• 3 to 5 years administrative experience required.
• Bachelor’s degree required.
• 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.
• Must be fully vaccinated and Up to Date on all boosters against COVID-19
• Must be fully committed to demonstrating a strong commitment to West Health's mission.
• Must believe in public health and science.

Compensation and Benefits

The estimated compensation range for this position is $75,000 - $95,000.

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.