Executive Assistant/Office Manager

Executive Assistant/Office Manager 6+ Month contract in Los Angeles, CA. Opportunity!!! This Jobot Consulting Job is hosted by: Robert Reyes Are you a fit? Easy Apply now by clicking the "Easy Apply" button and sending us your resume. Salary: $23 - $42 per hour A bit about us: Prestige Hospital System Advancing new knowledge and improving health outcomes through research Why join us? Competitive compensation Medical Insurance Dental Insurance Vision Insurance Life Insurance Flexible Schedule Job Stability Career growth If you are passionate, thrive in a fast-paced environment and are ready to take your career to the next level, we would love to hear from you. Job Details As a Consulting Executive Assistant in the Healthcare industry, you will play a crucial role in supporting multiple senior leaders in the Marketing Department at UCLA Health – 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. Responsibilities 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. Track key project deadlines and follow up on action items as needed. Handle confidential information with discretion and professionalism. 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. 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. Advanced knowledge of UCLA Health organization and general administrative policies. Highly skilled in prioritizing assignments and achieving high productivity and quality under rigid deadlines. 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). #J-18808-Ljbffr Jobot