Executive Assistant, Supervisor - Anesthesiology

University of California - Los Angeles Health; Los Angeles (CA); On-site; USD 68,000 - 141,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to provide high-level administrative support to its executives in the Department of Anesthesiology. This role involves managing daily logistics, facilitating professional development, and serving as a communication liaison. The ideal candidate will demonstrate exceptional organizational skills, a strong service orientation, and the ability to handle confidential information with discretion. Join a dynamic team dedicated to excellence in clinical service and research, where your contributions will be valued and impactful.

Qualifications

• Experience managing a complex executive office and leading subordinates.
• Strong service orientation and interpersonal skills to maintain effective relationships.

Responsibilities

• Provide executive-level administrative support to department executives.
• Act as a communication liaison and manage sensitive information.

Skills

Executive Office Management

Interpersonal Skills

Mathematical Skills

Communication Skills

Organizational Skills

Office Software Proficiency

Problem-Solving Skills

Event Management

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:

• Demonstrated experience in managing a complex executive office and the work of subordinates.
• Demonstrates strong service orientation.
• Proven superior interpersonal skills to foster and maintain effective relationships with faculty, colleagues, University officials, patients, VIPs, donors, and the public.
• Skills to evaluate issues and identify resolutions.
• Mathematical skills to perform basic accounting transactions, develop budgets, reconcile financial statements, monitor expenses, process reimbursements, and assist in the preparation of grant proposals.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.
• Ability to work on an independent basis, under pressure of competing deadlines, and with frequent interruptions.
• 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.
• Strong knowledge of office software such as Outlook, Word, Excel, PowerPoint.
• Excellent organizational and problem-solving skills with ability to multitask.
• Strong internet skills and ability to use web-based tools.
• Knowledge of graphic design and communications practices sufficient to design attractive and effective promotional materials.
• Ability to work independently and to formulate action plans.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Ability to use independent judgment to maintain Executive's calendar and plan departmental events.
• Skill in using electronic calendaring systems and e-mail.
• Knowledge of events management, including site selection, making travel arrangements, and processing reimbursements.
• 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.
• Working knowledge of the organization's processes and procedures, rules and regulations.

Preferred:

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