Executive Assistant

Siri InfoSolutions Inc; California (MO); On-site; USD 55,000 - 117,000; Full time

Job summary

UCLA Health in Los Angeles seeks an Executive Assistant & Office Manager to support multiple senior leaders within the Marketing Department. This dual-role requires discretion, proactive organization, and the ability to manage competing priorities in a fast-paced environment.

The incumbent provides high-level administrative support including calendar management, meeting coordination, travel arrangements, and communication on behalf of senior leadership.

Qualifications

• 7–10 years of executive-level support experience in healthcare, academic, or marketing environments.
• Excellent written and verbal communication.
• Strong organizational and multitasking abilities with attention to detail.
• Ability to maintain confidentiality and handle sensitive information.
• Experience supporting multiple executives simultaneously.
• Experience in office or facilities management (3+ years).
• Experience coordinating meetings and events.

Responsibilities

• Provide direct administrative support to multiple senior leaders, including calendar management, scheduling meetings, agendas, and minutes.
• Coordinate travel logistics and expense reports.
• Draft, edit, and proofread correspondence, presentations, and reports.
• Liaise with internal departments and external partners on behalf of senior leadership.
• Monitor emails, calls, and requests for information in a timely, professional manner.
• Oversee day-to-day office operations and manage office vendors, facilities, IT support.
• Organize team meetings, events, and departmental gatherings virtual and in-person.
• Develop and implement efficient office procedures and space planning.
• Ensure compliance with institutional policies, health system standards, and safety regulations.
• Manage onboarding for new employees.

Skills

Executive-level support

Calendar management

Vendor coordination

Office management

Travel coordination

Discretion & confidentiality

Communication skills

Education

Bachelor's degree in Business Admin or related field

Tools

Microsoft Office Suite

Zoom/Teams

Job description

Job Description:

Job Title: Executive Assistant
Location: 10960 Wilshire Blvd Ste 1955 Los Angeles, CA 90024
Duration: 28 Weeks Contract

Job ID: 3448799

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 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.
• Familiarity with project management tools and platforms (e.g., Workfront, Asana, Trello).