Executive Assistant

University of California - Los Angeles Health; Los Angeles (CA); On-site; USD 82,000 - 125,000; Full time

Job summary

The Department of Neurobiology at University of California - Los Angeles Health is seeking an Executive Assistant to support the Department Chair and partner with departmental leadership. This role provides high-level executive and operational support by managing the Chair's office, coordinating meetings and events, preparing reports and communications, and supporting faculty committees.

The successful candidate will advise on policy implementation, conduct research to inform decisions, and

Qualifications

• Bachelor's Degree and/or equivalent combination of education and experience.
• Ability to independently research and analyze information to define issues and actions.
• Excellent oral and written communication to interact with faculty, staff, deans, and partners.
• Ability to write concise, clear correspondence, memoranda, and analytic reports.
• Knowledge of UCLA academic personnel policies and procedures.
• Ability to prioritize projects and manage changing priorities under heavy workload.
• Proficiency with Microsoft Word, Excel, and PowerPoint.
• Understanding of medical and scientific terminology.

Responsibilities

• Support the Department Chair and CAO as a high-level executive and operational partner.
• Manage the Chair's office, coordinate meetings and events, and prepare reports and communications.
• Support faculty committees and advise on policy implementation and departmental initiatives.
• Conduct research and analysis to inform administrative decisions.
• Maintain liaison with UCLA Dean's and Chancellor's Offices, faculty, government agencies, and external partners.

Skills

Research & analysis

Confidentiality

Written communication

Independent work

Policy knowledge

Analytic reports

MS Office

Medical & scientific terminology

Project prioritization

Time management

Education

Bachelor's Degree or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Description

The Department of Neurobiology is seeking to hire an Executive Assistant to support the Department Chair and serve as a key administrative partner to departmental leadership. This role provides high-level executive and operational support by managing the Chair's office, coordinating meetings and events, preparing reports and communications, and supporting faculty committees. The incumbent advises the Chair and Chief Administrative Officer (CAO) on policy implementation and departmental initiatives, conducts research and analysis to inform administrative decisions, and serves as a primary liaison with the UCLA Dean's and Chancellor's Offices, faculty, government agencies, and external partners. This position plays a critical role in ensuring the efficient operation of the Chair's office and advancing the department's academic and administrative mission.

Annual range: $81,870.48-$124,570.08

Qualifications

Required

• Bachelor's Degree and/or equivalent combination of education and experience.
• Skill to independently research and analyze information, problems, operational practices and procedures to define issues, formulate actions and carry out decisions in a logical and appropriate manner; identify patterns, tendencies and relationships, formulate logical and objective conclusions, and recognize alternatives and their implications.
• Demonstrated ability to handle confidential issues with tact and diplomacy. Excellent oral and written communication skills to establish and maintain cooperative working relationships with faculty, staff, students, deans, chancellors, donors, industry representatives and politicians.
• Demonstrated skill in writing effective, clear, logical, and concise correspondence, memoranda, analytic reports, and policy materials, using correct English grammar. Demonstrated ability to work independently and complete projects within specified deadlines.
• Demonstrated knowledge of UCLA academic personnel policies and procedures.
• Demonstrated knowledge in preparing concise and logical analytic reports.
• Demonstrated knowledge of Microsoft Word, Excel, and Powerpoint programs.
• Demonstrated knowledge of medical and scientific terminology.
• Demonstrated ability to prioritize projects to meet scheduled deadlines.
• Ability to work under heavy workload, with changing priorities and constant interruptions.
• Ability to analyze information and data from manuscripts, abstracts, and articles for program application.
• Ability to manage complex short-term and long-term projects. Ability to maintain the highest confidentiality of critical discussions as they relate to faculty, staff and trainee data.

Preferred

• Previous demonstrated experience as executive assistant preferred.