Executive Assistant

Organization 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. For more information, visit westhealth.org and follow @westhealth.

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 Responsibilities Calendar Management

• Proactively 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 Coordination

• Arrange 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 Reimbursement

• Reconcile 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 Responsibilities

• Maintain 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 others

QUALIFICATIONS AND EDUCATION

• Possess high ethical standards; ability to exercise discretion and trustworthiness
• Ability to perform professionally under pressure and in a very dynamic environment with a high degree of composure, initiative and motivation
• Strong organization and prioritization skills with the ability to manage several projects simultaneously while being proactive with his/her approach
• Outstanding verbal, interpersonal and written communications skills; must demonstrate judgment, tact and diplomacy in dealing with internal and external customers
• High energy, enthusiastic and creative
• Minimum of 5 years’ experience providing administrative support to C-level executive(s)
• Bachelor’s degree preferred
• Efficient with Microsoft Office suite, Concur, ADP
• Familiarity with video conferencing is …