Executive Assistant

University of California - Los Angeles (UCLA); Los Angeles (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

University of California, Los Angeles (UCLA) is seeking an Executive Assistant 3 to provide independent operational, managerial, and analytical support to Dr. Owen Witte.

You will manage a complex calendar, organize correspondence, coordinate executive-level meetings, and arrange travel and reimbursements, ensuring smooth day-to-day lab operations. The role also supports the Immunology Advisory Committee's intramural grant processes and requires excellent organizational, communication, and

Qualifications

• Excellent organizational skills with impeccable attention to detail.
• Ability to handle administrative tasks independently and to develop and enhance systems for maximizing efficiency and ensuring successful execution of tasks and projects.
• Exceptional time management and ability to follow tasks through to completion under heavy workload with interruptions.
• Ability to maintain confidentiality and use discretion in handling Dr. Witte's matters.
• Experience organizing travel arrangements and maintaining calendars.
• Proven written and verbal communication skills; ability to produce professional correspondence and reports.
• Proficiency in MS Office for memos, letters, and documents.
• Ability to work well in a team and remain composed under pressure.
• Excellent interpersonal skills with diverse stakeholders.
• Ability to lift and transport packages up to 15 lbs.
• Knowledge of campus purchasing and accounts payable policies; familiarity with Bruin Buy Plus preferred.

Responsibilities

• Provide independent operational, managerial, and analytical support to Dr. Owen Witte.
• Maintain a complex calendar and organize correspondence for the PI.
• Coordinate logistics for executive-level meetings and travel reimbursements.
• Support Dr. Witte as Chair of the Immunology Advisory Committee and assist intramural grant processes.

Skills

Organizational skills

Time management

Communication

Confidentiality

Travel arrangements

Written communication

MS Office

Team player

Interpersonal skills

Package handling

Bruin Buy

Policies & procedures

Education

Bachelor's Degree

Tools

Bruin Buy Plus

Job description

Department Summary

The Department of Microbiology, Immunology and Molecular Genetics (MIMG) is ranked among the top 10 microbiology departments in the country. We are proud of our internationally recognized faculty-whose research funding, in total, is among the highest in the nation; and whose research spans the disciplines of structural biology, cell biology, bacterial physiology, bacterial development and gene regulation, bacterial pathogenesis, virology and viral pathogenesis, molecular and cellular parasitology, immunology, molecular genetics, stem cell biology, cancer biology, and computational biology. We leverage this scientific diversity-along with our partnerships with other institutes, centers and departments at UCLA-to further cutting-edge, interdisciplinary research and enrich teaching.

The MIMG department's mission is to provide the highest quality research and education possible in the fields of Microbiology, Immunology and Molecular Genetics, informed by diverse scientific viewpoints. To meet this goal, we shall foster an inclusive climate and recruit a diverse group of scientists, educators, and students, who will address the most relevant problems in microbial pathogenesis, host cell biology, immune defense, and the host-pathogen interface.

Position Summary

The Executive Assistant to Dr. Owen Witte provides independent operational, managerial, and analytical support to Dr. Owen Witte. The executive assistant provides crucial support for the PI, including maintaining a complex calendar, organizing correspondences, coordinating and arranging logistics for executive-level meetings, and arranging for occasional travel and processing travel reimbursements. The executive assistant ensures the smooth day-to-day operations of the Witte Lab and works to support Dr. Witte in his capacity as Chair of the Immunology Advisory Committee, which awards intramural research grants to immunology researchers across the campus.

Salary & Compensation

*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• Excellent organizational skills with impeccable attention to detail. (Required)
• Ability to handle administrative tasks independently and to develop and enhance systems for maximizing efficiency and ensuring successful execution of tasks and projects. (Required)
• Exceptional time management skills and the ability to follow tasks through to completion and work effectively and productively under a heavy workload with frequent interruptions. (Required)
• Ability to maintain confidentiality at all times; uses discretion, confidentiality, and good judgment to handle Dr. Witte's business matters. Ability to analyze and resolve problems independently, and know when to elevate issues. (Required)
• Proven success organizing travel arrangements and keeping track of multiple calendars. (Required)
• Proven verbal and written communication skills to relay complex information clearly, concisely, accurately, and diplomatically; Demonstrated English writing skills to produce original correspondence, reports, and other documents utilizing business etiquette, correct spelling, grammar and syntax. (Required)
• Proficiency in MS Office with Word processing skills to prepare memos, letters, and documents with speed and accuracy. (Required)
• Functions effectively and efficiently as a member of a team and in collaboration with colleagues; Professional and poised nature; ability to keep calm in high-stress situations. (Required)
• Excellent interpersonal skills to interact effectively and diplomatically with University officials, faculty, staff, donors, volunteers and the public. (Required)
• Ability to transport packages up to 15 lbs. and other materials to on- and off-campus sites. (Required)
• Working knowledge of University purchasing and accounts payable policies/procedures and travel and entertainment policies. (Required)
• Working knowledge of campus on-line systems such as Bruin Buy Plus, recharge systems and facilities service requests. (Preferred)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree in related area and / or equivalent experience / training (Required)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Schedule

8:00 a.m. to 5:00 p.m.

Union/Policy Covered

99-Policy Covered

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Executive%20Assistant%203%20CX%20(40042299)