A
Executive Assistant
Job Description
Summary: Location: 10960 Wilshire Blvd, Los Angeles, CA Duration: 30 weeks Shift: M-F 8-5 Supports multiple senior leaders in the Marketing Department at one of the nation’s leading academic health systems.
Requires exceptional administrative skills, discretion, and ability to manage competing priorities.
Provides high-level administrative support including calendar management, meeting coordination, travel arrangements, and communication on behalf of senior leadership.
Oversees day-to-day functions of the department’s physical and virtual office spaces.
Responsibilities: 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.
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.
Serve as parking coordinator and manage staff parking and visitor parking validations.
Maintain inventory and order office supplies, equipment, and services as requested.
Assist in space planning and resource allocation for the department.
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.
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.
Requirements: 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 and virtual meeting platforms.
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.
Demonstrated ability to schedule highly complex meetings and events involving executive, c-suite, and external parties.
Advanced knowledge of company 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.
Highly skilled in prioritizing assignments and achieving high productivity and quality under rigid deadlines.
Excellent organizational skills to coordinate various administrative processes.
Preferred Skills: 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.
Requires exceptional administrative skills, discretion, and ability to manage competing priorities.
Provides high-level administrative support including calendar management, meeting coordination, travel arrangements, and communication on behalf of senior leadership.
Oversees day-to-day functions of the department’s physical and virtual office spaces.
Responsibilities: 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.
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.
Serve as parking coordinator and manage staff parking and visitor parking validations.
Maintain inventory and order office supplies, equipment, and services as requested.
Assist in space planning and resource allocation for the department.
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.
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.
Requirements: 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 and virtual meeting platforms.
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.
Demonstrated ability to schedule highly complex meetings and events involving executive, c-suite, and external parties.
Advanced knowledge of company 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.
Highly skilled in prioritizing assignments and achieving high productivity and quality under rigid deadlines.
Excellent organizational skills to coordinate various administrative processes.
Preferred Skills: 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.