Executive Assistant (Hospital/Medical Center Exp)
hace 8 días
Los Angeles
Our client, a Medical Center facility under the aegis of a California Public Ivy university and one of largest health delivery systems in California, seeks an accomplished Executive Assistant. NOTE- THIS IS AN ONSITE ROLE & ONLY W2 CANDIDATES/NO C2C/1099 * Candidate must be authorized to work in USA without requiring sponsorship * Position: Executive Assistant (Job id – 3228567) Location: Los Angeles CA 90024 (100% Onsite) Duration: 7 Months + Strong Possibility of Extension Summary • The Executive Assistant & Office Manager is a highly organized, proactive and detail-oriented professional who supports multiple senior leaders in the Marketing Department one of the nation’s leading academic health systems., • This dual-role position, serving as both an Executive Assistant and Office Manager, requires exceptional administrative skills, discretion, and the ability to manage competing priorities in a fast-paced environment., • The ideal candidate is a polished professional who can anticipate needs, streamline operations, and contribute to a collaborative and efficient work culture., • The incumbent provides high-level administrative support including calendar management, meeting coordination, travel arrangements, and communication on behalf of senior leadership., • In addition, the individual oversees the day-to-day functions of the department’s physical and virtual office spaces, ensuring smooth operations and a professional, well-maintained environment for staff, visitors, and stakeholders., • Provide direct administrative support to multiple senior leaders, including calendar management, scheduling meetings, preparing agendas, and taking minutes., • Coordinate travel logistics, including transportation, accommodations, itineraries, and expense reports., • Draft, edit, and proofread correspondence, presentations, and reports., • Liaise with internal departments and external partners on behalf of senior leadership., • Monitor and respond to emails, calls, and requests for information in a timely and professional manner., • Track key project deadlines and follow up on action items as needed., • Handle confidential information with discretion and professionalism., • Maintain confidential files and information, including financial, legal, budget, personnel, and administrative records; maintain and update resource materials., • Support employee engagement events and budgets., • Serve as a primary information resource regarding department and program policies and procedures., • Serve as safety officer for the department., • Oversee the maintenance and resolve equipment issues, such as PCs, printers, and copiers/scanners., • Serve as parking coordinator and manage staff parking and visitor parking validations., • Maintain inventory and order office supplies, equipment and services as requested, and use the current systems to initiate payment., • Assist in space planning and resource allocation for the department., • Office Management Duties, • Manage day-to-day office operations, including ordering supplies, managing inventory, and ensuring equipment is functional., • Serve as the primary point of contact for office vendors, facilities management, and IT support., • Organize team meetings, events, and departmental gatherings both virtually and in-person., • Develop and implement efficient office procedures and protocols to support a productive work environment., • Oversee space planning, desk assignments, and office access for team members., • Ensure compliance with institutional policies, health system standards, and safety regulations., • Manage new employee onboarding. Required Qualifications: • 7-10 years of experience providing executive-level administrative support, preferably in a health care, academic, or marketing environment., • Excellent written and verbal communication skills., • Strong organizational and multitasking abilities with a keen attention to detail., • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Teams)., • Proven ability to maintain strict confidentiality and handle sensitive information with tact and discretion., • Demonstrated experience supporting multiple executives simultaneously., • At least 3 years of office or facilities management experience in a mid-to-large organization., • Strong problem-solving skills and ability to manage logistics and operations effectively., • Familiarity with office procurement processes and vendor management., • Experience coordinating on-site and virtual events., • Working knowledge of space planning, IT coordination, and office health and safety protocols., • Excellent interpersonal skills with a demonstrated ability to interact effectively with persons of all cultures and positions, including physicians, executives, directors and managers, • Demonstrated ability to schedule highly complex meetings and events involving executive, c-suite, and external parties., • Advanced knowledge of Health organization and general administrative policies., • Demonstrated ability to write concise and accurate correspondence., • Practices team commitment by displaying flexibility, team spirit, compassion, respect, honesty, politeness, and accountability when dealing with staff, faculty members, university administration, and donors., • Highly skilled in prioritizing assignments and achieving high productivity and quality under rigid deadlines in an environment with frequent workload changes, competing demands, and interruptions., • Excellent organizational skills to coordinate various administrative processes, ensuring projects are completed in a timely manner. Preferred Qualifications: • Bachelor’s degree in Business Administration, Communications, or a related field., • Experience in an academic medical center or health system setting., • Familiarity with project management tools and platforms (e.g., Workfront, Asana, Trello) Bhupesh Khurana Lead Technical Recruiter Email – Company Overview: Amerit Consulting is an extremely fast-growing staffing and consulting firm. Amerit Consulting was founded in 2002 to provide consulting, temporary staffing, direct hire, and payrolling services to Fortune 500 companies nationally, as well as small to mid-sized organizations on a local & regional level. Currently, Amerit has over 2,000 employees in 47 states. We develop and implement solutions that help our clients operate more efficiently, deliver greater customer satisfaction, and see a positive impact on their bottom line. We create value by bringing together the right people to achieve results. Our clients and employees say they choose to work with Amerit because of how we work with them - with service that exceeds their expectations and a personal commitment to their success. Our deep expertise in human capital management has fueled our expansion into direct hire placements, temporary staffing, contract placements, and additional staffing and consulting services that propel our clients businesses forward. Amerit Consulting provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Applicants, with criminal histories, are considered in a manner that is consistent with local, state and federal laws
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