Administrative Assistant - Event Planning Focus
About the Role:
Are you a highly organized and proactive administrative professional with a passion for event planning and a proven ability to support senior leadership? Do you thrive in a dynamic environment and possess exceptional communication and problem-solving skills? If so, we have an exciting opportunity for you!
We are seeking a detail-oriented and experienced Administrative Assistant to provide comprehensive administrative support to our senior nursing leadership team in Panorama City, CA. A key aspect of this role will be the coordination and execution of various events, alongside providing high-level administrative assistance. This position requires a quick learner and self-starter who can manage multiple priorities, demonstrate strong follow-through, and maintain a professional demeanor in a deadline-driven setting.
Key Responsibilities:
- Supporting 4 Sr Leaders (60%):Manage complex calendars, schedule meetings, and coordinate all logistical aspects.
- Independently organize and execute special events, including planning, logistics, vendor coordination, and on-site management.
- Arrange travel, accommodations, and itineraries for leaders and team members.
- Process bi-weekly timekeeping for leaders’ direct reports and prepare monthly expense reports.
- Order meals for meetings and events as required.
- Provide comprehensive meeting support, including setting agendas, taking minutes, capturing action items, and ensuring timely follow-up.
- Event Coordination (15%):Collaborate with a partner and under the supervision of the Manager to assist in the coordination and execution of large-scale, medical center-wide events.
- Manage communication, scheduling, and overall logistics for events to ensure a seamless experience.
- Communication and Visitor Management (10%):Answer incoming phone calls, screen inquiries, take messages, and route calls efficiently.
- Greet and assist visitors, vendors, and external stakeholders, ensuring a positive and professional experience.
- Miscellaneous Administrative Office Support (15%):Perform various administrative tasks, including ordering supplies, maintaining records, and completing special projects.
- Review and audit personal files (e.g., licenses) to ensure they are up-to-date.
- Update information on huddle boards.
- Set up meeting rooms with audio-visual equipment and arrange catering.
- Other duties as directed by leadership to ensure smooth departmental operations.
Top Three Things Worker Will Be Doing:
- Administrative support to Sr. Leadership
- Event planning and executing
- Meeting and note-taking support
Required Skills:
- Proven experience in providing administrative support to senior-level leaders.
- Demonstrated experience in event planning, managing, and executing large corporate events, community outreach events, large-scale offsite events, etc.
- Proficiency in Microsoft Office 365, including Outlook, Word, PowerPoint, and strong Excel skills (including pivot tables).
- Excellent organizational and time management skills with a strong ability to follow through.
- Strong written and verbal communication skills.
- Ability to learn quickly and be a self-driver.
- Ability to manage multiple tasks and deadlines in a fast-paced environment.
- Ability to work effectively independently and as part of a team.
- Ability to handle sensitive information with discretion.
- Demonstrates adaptability and resilience ("thick skin").
Preferred Skills:
Position Details:
- Support Focus: Nursing Administration
- Location: 8250 Woodman Ave., Panorama City, CA 91402
- Schedule: Monday - Friday, 8:00 AM - 5:00 PM
If you are a highly organized and proactive administrative professional with a passion for event planning and the skills to support senior leadership effectively, we encourage you to apply!
