Executive Assistant to Research Lab Chair

University of California, Los Angeles; Los Angeles (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

University of California, Los Angeles invites applications for an Executive Assistant to Dr. Owen Witte in the Witte Lab.

The role provides independent operational, managerial, and analytical support, manages a complex calendar, and coordinates logistics for executive‑level meetings. The successful candidate will arrange travel, process reimbursements, maintain day‑to‑day lab operations, and support interdepartmental activities, while safeguarding confidentiality and delivering high‑quality

Qualifications

• Excellent organizational skills with impeccable attention to detail.
• Ability to handle administrative tasks independently and to develop and enhance systems for maximizing efficiency and ensuring successful execution of tasks and projects.
• Exceptional time management skills and the ability to follow tasks through to completion and work effectively and productively under a heavy workload with frequent interruptions.
• Ability to maintain confidentiality at all times; uses discretion, confidentiality, and good judgment to handle Dr. Witte’s business matters.
• Proven success organizing travel arrangements and keeping track of multiple calendars.
• Proven verbal and written communication skills to relay complex information clearly, concisely, accurately, and diplomatically; Demonstrated English writing skills to produce original correspondence, reports, and other documents utilizing business etiquette, correct spelling, grammar and syntax.
• Proficiency in MS Office with Word processing skills to prepare memos, letters, and documents with speed and accuracy.
• Functions effectively and efficiently as a member of a team and in collaboration with colleagues; Professional and poised nature; ability to keep calm in high‑stress situations.
• Excellent interpersonal skills to interact effectively and diplomatically with University officials, faculty, staff, donors, volunteers and the public.
• Ability to transport packages up to 15 lbs. and other materials to on‑and off‑campus sites.
• Working knowledge of University purchasing and accounts payable policies/procedures and travel and entertainment policies.
• Working knowledge of campus on‑line systems such as Bruin Buy Plus, recharge systems and facilities service requests.

Responsibilities

• Provide independent operational, managerial and analytical support to Dr. Owen Witte.
• Maintain a complex calendar, organize correspondences, and coordinate executive‑level meetings.
• Arrange for occasional travel and process travel reimbursements.
• Support day‑to‑day operations of the Witte Lab and assist the Chair in administrative tasks.
• Assist with Immunology Advisory Committee activities and intramural research grant processes.

Skills

Organizational skills

Time management

Confidentiality

Communication skills

Travel arrangements

Team collaboration

Interpersonal skills

Calm under pressure

Attention to detail

Problem-solving

Education

Bachelor's Degree or equivalent experience

Tools

MS Office

Bruin Buy Plus

Recharge systems

Facilities service requests

Job description

University of California, Los Angeles invites applications for an Executive Assistant to Dr. Owen Witte in the Witte Lab.

The role provides independent operational, managerial, and analytical support, manages a complex calendar, and coordinates logistics for executive‑level meetings. The successful candidate will arrange travel, process reimbursements, maintain day‑to‑day lab operations, and support interdepartmental activities, while safeguarding confidentiality and delivering high‑quality