Executive Assistant

Executive Assistant & Office Manager

The Executive Assistant & Office Manager is a highly organized, proactive and detail-oriented professional who supports multiple senior leaders in the Marketing Department at *** – one of the nation's leading academic health systems. This dual-role position, serving as both an Executive Assistant and Office Manager, requires exceptional administrative skills, discretion, and the ability to manage competing priorities in a fast-paced environment. The ideal candidate is a polished professional who can anticipate needs, streamline operations, and contribute to a collaborative and efficient work culture.

The incumbent provides high-level administrative support including calendar management, meeting coordination, travel arrangements, and communication on behalf of senior leadership. In addition, the individual oversees the day-to-day functions of the department's physical and virtual office spaces, ensuring smooth operations and a professional, well-maintained environment for staff, visitors, and stakeholders.

Executive Assistant Duties:

• Provide direct administrative support to multiple senior leaders, including calendar management, scheduling meetings, preparing agendas, and taking minutes.
• Coordinate travel logistics, including transportation, accommodations, itineraries, and expense reports.
• Draft, edit, and proofread correspondence, presentations, and reports.
• Liaise with internal departments and external partners on behalf of senior leadership.
• Monitor and respond to emails, calls, and requests for information in a timely and professional manner.
• Track key project deadlines and follow up on action items as needed.
• Handle confidential information with discretion and professionalism.
• Maintain confidential files and information, including financial, legal, budget, personnel, and administrative records; maintain and update resource materials.
• Support employee engagement events and budgets.
• Serve as a primary information resource regarding department and program policies and procedures.
• Serve as safety officer for the department.
• Oversee the maintenance and resolve equipment issues, such as PCs, printers, and copiers/scanners.
• Serve as parking coordinator and manage staff parking and visitor parking validations.
• Maintain inventory and order office supplies, equipment and services as requested, and use the current UC systems to initiate payment.
• Assist in space planning and resource allocation for the department.

Office Management Duties:

• Manage day-to-day office operations, including ordering supplies, managing inventory, and ensuring equipment is functional.
• Serve as the primary point of contact for office vendors, facilities management, and IT support.
• Organize team meetings, events, and departmental gatherings both virtually and in-person.
• Develop and implement efficient office procedures and protocols to support a productive work environment.
• Oversee space planning, desk assignments, and office access for team members.
• Ensure compliance with institutional policies, health system standards, and safety regulations.
• Manage new employee onboarding.

Required Qualifications:

• 7-10 years of experience providing executive-level administrative support, preferably in a health care, academic, or marketing environment.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities with a keen attention to detail.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Teams).
• Proven ability to maintain strict confidentiality and handle sensitive information with tact and discretion.
• Demonstrated experience supporting multiple executives simultaneously.
• At least 3 years of office or facilities management experience in a mid-to-large organization.
• Strong problem-solving skills and ability to manage logistics and operations effectively.
• Familiarity with office procurement processes and vendor management.
• Experience coordinating on-site and virtual events.
• Working knowledge of space planning, IT coordination, and office health and safety protocols.
• Excellent interpersonal skills with a demonstrated ability to interact effectively with persons of all cultures and positions, including physicians, UCLA executives, directors and managers.
• Demonstrated ability to schedule highly complex meetings and events involving executive, c-suite, and external parties.
• Advanced knowledge of *** organization and general administrative policies.
• Demonstrated ability to write concise and accurate correspondence.
• Practices team commitment by displaying flexibility, team spirit, compassion, respect, honesty, politeness, and accountability when dealing with staff, faculty members, university administration, and donors.
• Highly skilled in prioritizing assignments and achieving high productivity and quality under rigid deadlines in an environment with frequent workload changes, competing demands, and interruptions.
• Excellent organizational skills to coordinate various administrative processes, ensuring projects are completed in a timely manner.

Preferred Qualifications:

• Bachelor's degree in Business Administration, Communications, or a related field.
• Experience in an academic medical center or health system setting.
• Familiarity with project management tools and platforms (e.g., Workfront, Asana, Trello).