Executive Assistant (Healthcare Industry)

Title: Executive Assistant

Location: Los Angeles CA

Duration: 30 weeks contract with possible extension

Shift: M-F 8:00 AM 5:00 PM

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 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).