Executive Assistant, Supervisor - Anesthesiology

UCLA; California; On-site; USD 68,000 - 141,000; Full time

Job summary

An established industry player in the healthcare sector is seeking a dedicated Executive Assistant to support the Department of Anesthesiology. This role involves providing high-level administrative support, managing complex office tasks, and fostering effective relationships with various stakeholders. The ideal candidate will excel in communication, organization, and problem-solving, ensuring smooth operations within the department. With opportunities for professional growth and a collaborative work environment, this position is perfect for someone looking to make a significant impact in a vital area of healthcare. If you thrive in dynamic settings and are passionate about supporting executive functions, this role is for you.

Qualifications

• Experience managing a complex executive office and subordinates.
• Strong service orientation and interpersonal skills required.

Responsibilities

• Provide executive-level administrative support to department executives.
• Supervise the Operations and Administrative Support Team members.

Skills

Interpersonal Skills

Organizational Skills

Problem-Solving Skills

Communication Skills

Time Management

Discretion and Confidentiality

Budget Management

Critical Thinking

Education

Bachelor’s degree in related area

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Description

The Executive Assistant will provide executive-level administrative support to Executives of the Department of Anesthesiology and provide supervision to the assigned Operations and Administrative Support Team (OAST) members in the areas of clinical service and basic science research. You will support the day-to-day logistics, professional development, recruitment and training efforts, coaching and culture of the office. The Executive Assistant serves as the communication liaison for assigned executives. You will receive information, possibly of a confidential and sensitive nature, and triage/route/monitor appropriately in a gracious, diplomatic manner. You will provide support for the department by collaborating with department staff and UCLA offices while carrying out special projects as assigned.

Salary Range: $68800 - $141000

Qualifications

Required:

1. Demonstrated experience in managing a complex executive office and the work of subordinates.
2. Demonstrates strong service orientation.
3. Proven superior interpersonal skills to foster and maintain effective relationships with faculty, colleagues, University officials, patients, VIPs, donors, and the public.
4. Skills to evaluate issues and identify resolutions.
5. Mathematical skills to perform basic accounting transactions, develop budgets, reconcile financial statements, monitor expenses, process reimbursements, and assist in the preparation of grant proposals.
6. Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.
7. Ability to work on an independent basis, under pressure of competing deadlines, and with frequent interruptions.
8. Skill in prioritizing assignments to accurately reflect the relative importance of job responsibilities, and to complete work in a timely manner despite variations in workload and special assignments.
9. Strong knowledge of office software such as Outlook, Word, Excel, PowerPoint.
10. Excellent organizational and problem-solving skills with ability to multitask.
11. Strong internet skills and ability to use web-based tools.
12. Knowledge of graphic design and communications practices sufficient to design attractive and effective promotional materials.
13. Ability to work independently and to formulate action plans.
14. Ability to use high-level discretion and maintain a high level of confidentiality.
15. Ability to use independent judgment to maintain Executive’s calendar and plan departmental events.
16. Skill in using electronic calendaring systems and e-mail.
17. Knowledge of events management, including site selection, making travel arrangements, and processing reimbursements.
18. Ability to maintain and/or streamline a complex computer and paper filing system sufficient to retrieve documents quickly and efficiently. Ability to work occasional overtime, nights, and weekends.
19. Working knowledge of the organization's processes and procedures, rules and regulations.

Preferred:

1. Bachelor’s degree in related area and/or 2yrs leadership experience in medical administration.
2. Working knowledge of medical/legal terminology.