Executive Assistant
2 days ago
Los Angeles
Job Description Candidates need the below experience: • Direct executive level support to senior leadership (VP, C suite, department chair, etc.), not primarily administrative, clinical support, or front office roles, • Recent experience in healthcare systems, hospitals, or academic medical centers supporting leadership teams, • Clear experience supporting multiple executives simultaneously with complex calendars, travel, and executive communications, • Demonstrated involvement in department operations or office management responsibilities such as vendor coordination, supply management, facilities coordination, or office logistics, • Experience coordinating large meetings, leadership events, or executive level gatherings, • Candidates should show strong operational partnership with leadership, not only task based administrative duties Profiles that were not selected generally lacked one or more of the following: • executive level support to senior leadership, • healthcare or academic medical center environment experience, • office operations or department management exposure** Summary The Executive Assistant & Office Manager is a highly organized, proactive and detail-oriented professional who supports multiple senior leaders in the Marketing Department at UCLA Health – 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. Executive Assistant Duties • 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 UC 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, UCLA executives, directors and managers, • Demonstrated ability to schedule highly complex meetings and events involving executive, c-suite, and external parties., • Advanced knowledge of UCLA 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.