Executive Assistant

Title: Executive Assistant

Location: Los Angeles, CA

Duration: 9+ Month with strong possibility of extension

Shift: M-F 8-5

Shift: Day 5x8-Hour (08:00 - 17:00)

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 is preferred
• 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

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 atte…