Executive Assistant

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 nations 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 addition the individual oversees the day-to-day functions of the departments 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:
Bachelors 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).