Executive Assistant at Jobot

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 "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

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).

Interested in hearing more? Easy Apply now by clicking the "Apply" button.

Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot's policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions.

Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.

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