Healthcare Executive Assistant & Office Manager

Overview:

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 Healthcare Executive Assistant & Office Manager .

*** Candidate must be authorized to work in USA without requiring sponsorship ***

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*** Location: Los Angeles, CA 90024

*** Duration: 28-week contract with the possibility of extensions

Notes:

• Profiles that were not selected in the past generally lacked one or more of the following (1) executive level support to senior leadership (2) office operations or department management exposure.
• Onsite role.
• Work Hours: 8:00 AM – 5:00 PM Pacific Time.

Description:

• The Executive Assistant & Office Manager is a highly organized, proactive, and detail-oriented professional who supports multiple senior leaders within the Marketing Department of a leading academic health system.
• This dual-role position requires exceptional administrative skills, discretion, professionalism, and the ability to manage competing priorities in a fast-paced environment.
• Anticipate leadership and departmental needs, streamline operations, and contribute to a collaborative and efficient work environment.
• Provide direct administrative support to multiple senior leaders, including complex calendar management, meeting scheduling, agenda preparation, minute-taking, and executive communications.
• Coordinate travel arrangements, including transportation, accommodations, itineraries, and expense reports.
• Draft, edit, and proofread correspondence, presentations, reports, and other executive-level materials.
• Liaise with internal departments and external partners on behalf of senior leadership and respond professionally to emails, calls, and information requests.
• Track key project deadlines and follow up on action items as needed.
• Handle and maintain confidential information and records, including financial, legal, budget, personnel, and administrative materials, with discretion and professionalism.
• Serve as a primary resource regarding department and program policies and procedures.
• Manage day-to-day physical and virtual office operations, ensuring a professional, efficient, and well-maintained environment.
• Maintain office inventory and coordinate the procurement of supplies, equipment, and services, including initiating payments through applicable company systems.
• Serve as the primary point of contact for vendors, facilities management, and IT support, including resolving equipment issues involving PCs, printers, copiers, and scanners.
• Coordinate space planning, resource allocation, desk assignments, and office access for team members.
• Organize team meetings, employee engagement events, and departmental gatherings, both virtually and in person, including associated budget support.
• Develop and implement efficient office procedures and protocols.
• Serve as the department safety officer and ensure compliance with institutional policies, health system standards, and safety regulations.
• Serve as parking coordinator, managing staff parking and visitor parking validations.
• Manage new employee onboarding.

Qualifications:

• Direct executive-level support to senior leadership (VP, C-suite, department chair, etc.), rather than primarily administrative, clinical support, or front-office roles.
• 7–10 years of experience providing executive-level administrative support, preferably in a healthcare, academic, or marketing environment.
• Recent experience in healthcare systems, hospitals, or academic medical centers supporting leadership teams is preferred.
• Demonstrated experience supporting multiple executives simultaneously, including managing complex calendars, travel, executive communications, and scheduling.
• Demonstrated ability to coordinate highly complex meetings, leadership events, and executive-level gatherings involving C-suite leaders and external parties, both on-site and virtually.
• At least 3 years of office or facilities management experience in a mid-to-large organization.
• Experience with department operations and office management, including vendor coordination, procurement, supply management, facilities coordination, space planning, IT coordination, office logistics, and health and safety protocols. -…