Executive Assistant, Pediatric Vice Chairs

University of California - Los Angeles Health; Los Angeles (CA); Hybrid; USD 44,000 - 71,000; Full time

Job summary

The Department of Pediatrics at University of California - Los Angeles Health is seeking an organized Executive Assistant to provide administrative and analytical support to the Vice Chair leadership team. The role coordinates priorities, meetings, reports, and follow-up across research, clinical and education portfolios in a busy academic medicine environment.

This hybrid position requires four on-site days per week and one remote day, offering opportunities to impact departmental operations

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 5 years minimum of business operations and/or administration experience.
• Ability to use high-level discretion and maintain confidentiality.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Strong written and verbal communication with administrators, deans, and staff.

Responsibilities

• Provide administrative and analytical support to the Vice Chair leadership team.
• Prepare written summaries, reports, and recommendations; track deadlines.
• Coordinate special projects and follow-up across portfolios.
• Support department-wide initiatives and cross-departmental collaboration.

Skills

Analytical skills

Strong written communications

Communication & interpersonal Skills

Discretion & confidentiality

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Description

The Department
of Pediatrics is seeking an enthusiastic, organized, detail-oriented,
resourceful, and collaborative professional to provide administrative and analytical support to the Department's Vice Chair leadership team. This position will support Vice Chairs across key mission areas, including research, clinical affairs, education, academic affairs, research workforce development, community partnerships and advocacy, and innovation and strategy. The role will help ensure priorities, meetings, reports, action items, and follow-up activities are well coordinated across these leadership portfolios. Under general direction, the Executive Assistant will perform a variety of professional administrative and analytical duties, including reviewing reports, synthesizing information and data, preparing written summaries and recommendations, coordinating special projects, tracking deadlines, and supporting department-wide initiatives. Assignments may involve operational, academic, clinical, research, or financial topics with departmental or cross-departmental impact. The ideal candidate will be highly organized, responsive, and comfortable working with senior faculty and administrative leaders. This role requires strong writing skills, sound judgment, discretion, attention to detail, and the ability to manage multiple priorities in a busy academic medicine environment. This is a hybrid position requiring work four days per week on-site and one day per week remote, with the remote day assigned based on departmental operational needs.

Salary Range: $32.20 - $51.36 Hourly

Qualifications

Required

• Bachelor's degree and/or equivalent combination of education and experience
• 5 years minimum of Business operations and/or administration experience
• Ability to use high-level discretion and maintain a high level of confidentiality
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Analytical skills sufficient to interpret and apply University and campus policies; define problems; formulate logical conclusions, recognize alternatives
• Strong written skills to prepare accurate, concise, and clear reports and documents
• Communication and interpersonal skills are sufficient to work effectively with University-wide and campus-wide Administrators, Deans, Department Chair, faculty and staff both orally and written

Preferred

• Knowledge of academic and/or administrative structure of institutions of higher education