Executive Assistant and Operations Administration (On-Site)

UCLA Health; Los Angeles (CA); On-site; USD 101,000 - 154,000; Full time

Job summary

UCLA Health in Los Angeles, CA seeks an Executive Assistant to provide executive-level administrative and analytical support to the Executive Director of Clinical Services and Executive Director, Emergency and Trauma Services. You will manage complex calendars, coordinate meetings, prepare presentations, and follow up on high-level items.

The role requires a Bachelor's degree or equivalent, experience assisting at an executive level, and strong proficiency with Microsoft Office.

Qualifications

• Bachelor's degree and/or equivalent combination of education and experience.
• Experience assisting at an executive level.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Knowledge of EMPAC, BruinBuy, Express and Connexxus preferred.
• Ability to set up and troubleshoot office equipment; research via the Internet.
• Excellent written and verbal communication; professional correspondence.
• Ability to coordinate complex calendars and manage sensitive situations.

Responsibilities

• Provide executive-level administrative and analytical support to the Executive Director of Clinical Services and Executive Director, Emergency and Trauma Services.
• Manage complex calendars, schedule meetings, and organize travel plans.
• Prepare presentations, transcribe minutes, and follow up on high-level items.
• Monitor HR competencies, order supplies, and assist with miscellaneous projects.

Skills

Executive support

Calendar management

Communication skills

Research using internet

Discretion & judgment

Meeting coordination

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

EMPAC

BruinBuy

Express

Connexxus

Office equipment setup

Job description

Work Schedule

Monday - Friday, 8:00am - 5:00pm

Salary Range: $100975.68 - 153655.92 Annually

Employment Type

Duration

indefinite

Primary Duties and Responsibilities

In this role, you will provide executive-level administrative and analytical support to the Executive Director of Clinical Services and Executive Director, Emergency and Trauma Services.

As our Executive Assistant, you will include manage complex calendar, project manage and follow up on various high-level open items, schedule and organizing meetings, compose correspondence, transcribe minutes, and prepare presentations. Other duties include monitoring Human Resource competencies, ordering supplies, arranging travel plans, and assisting with miscellaneous projects as needed by the Executive Director.

Salary Range: $100,975 - $153,655 Annually

Job Qualifications

We’re seeking a detail-oriented individual with:

• A Bachelors degree and/or equivalent combination of education and experience
• Experience assisting at an executive level
• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook)
• Working knowledge of EMPAC, BruinBuy, Express and Connexxus preferred
• Ability to set up, use and troubleshoot office equipment (copier, fax, printers, scanner, etc.), computers and projectors
• Ability to use Internet as a tool for research and communication
• Excellent communication skills, both written and verbal. Ability to prepare and edit grammatically correct business correspondence
• Ability to handle sensitive and difficult situations in a professional and responsive manner; ability to exercise own judgment
• Ability to coordinate complex calendars

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer. Current/former UC employees are subject to a personnel file review.