Executive Assistant

Executive AssistantORGANIZATION 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.POSITION SUMMARY The Executive Assistant (EA) provides high-level administrative and operational support to the President, Chief Strategy Officer (CSO), and Chief Medical Officer (CMO) across West Health and its entities. Reporting to the Manager of Portfolio Initiatives and Execution, the EA manages competing priorities and scheduling conflicts while supporting the executives' day-to-day needs. Key responsibilities include managing complex calendars and travel, coordinating meetings and calls, monitoring the shared department inbox, maintaining the initiative tracker, supporting status reporting, performing data entry, and providing logistical assistance. This highly visible, fast-paced role requires sound judgment, discretion, initiative, professionalism, and the ability to anticipate needs, manage confidential matters, and work independently and collaboratively. Work Arrangement: This is a full-time, exempt, in-person position with a standard schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m.GENERAL DUTIES AND RESPONSIBILITIESCalendar ManagementProactively manage calendars for the President, CSO, and CMO, aligning schedules with established priorities and escalating conflicts promptly.Coordinate internal and external meetings, including scheduling, logistics, technology setup, materials, briefing information, and follow-up.Travel CoordinationArrange complex domestic and international travel for executives and others as required, ensuring efficient, cost-effective itineraries.Communicate itinerary changes promptly, update calendars, and prepare travel packets with itineraries, briefing materials, and logistical details.Coordinate scheduling, materials, and on-site logistics for speaking engagements and provide backup support for board meetings.Expense ReimbursementReconcile executive credit cards and receipts and prepare complete, accurate expense reports before month-end deadlines.Follow up on missing documentation and resolve discrepancies promptly.Additional ResponsibilitiesMaintain compliance, audit, and department records in accordance with West Health's records retention practices.Track compliance deadlines, required training, certifications, and renewal dates; send reminders and confirm completion.Perform other duties and projects as assigned.Commitment to West Health's values and mission.This role requires a regular in-office presence from Monday through Friday to support collaboration and business needs during core hours of 8 AM to 5 PM. The primary focus is on fulfilling responsibilities, delivering results, and collaborating effectively with othersQUALIFICATIONS AND EDUCATIONPossess high ethical standards; ability to exercise discretion and trustworthinessAbility to perform professionally under pressure and in a very dynamic environment with a high degree of composure, initiative and motivationStrong organization and prioritization skills with the ability to manage several projects simultaneously while being proactive with his/her approachOutstanding verbal, interpersonal and written communications skills; must demonstrate judgment, tact and diplomacy in dealing with internal and external customersHigh energy, enthusiastic and creativeMinimum of 5 years' experience providing administrative support to C-level executive(s)Bachelor's degree preferredEfficient with Microsoft Office suite, Concur, ADPFamiliarity with video conferencing is a plusMust be able to work flexible hoursMust believe in public health and scienceCOMPENSATION AND BENEFITSThe estimated salary range for this position is $80,000 - $100,000 We gladly offer:Up to 10% Annual Performance Bonus – rewarding your hard work and success.Hybrid Work Schedule - offering flexibility to balance your work and personal life.Comprehensive Benefits Package – including Medical, Dental, Vision, Short-Term Disability, Long-Term Disability, Life Insurance, and a Flexible Spending Account to support your health and well-being.100% Premium Coverage for Employee Medical, Dental, Vision, Short-Term Disability, Long-Term Disability, and Life Insurance, plus 70% coverage for dependents for medical, dental and vision – ensuring both you and your family are well cared for.Generous 5% Retirement Plan Match – helping you build a secure financial future.Professional Development Reimbursements – investing in your growth and career advancement.15 Days of Paid Time Off plus 16 Paid Holidays – promoting a healthy work-life balance and time to rechargeWest 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.