Executive Assistant, Supervisor - Anesthesiology

$68,800 - $141,000/Yr

University of California - Los Angeles, CA

Full-time - Mid Level

Los Angeles, CA

Educational Services

About the position

The Executive Assistant will provide executive-level administrative support to the Executives of the Department of Anesthesiology at UCLA Health. This role is pivotal in ensuring the smooth operation of the department by supervising the assigned Operations and Administrative Support Team (OAST) members, focusing on both clinical service and basic science research. The Executive Assistant will be responsible for managing day-to-day logistics, facilitating professional development, and overseeing recruitment and training efforts. Additionally, this position will play a crucial role in fostering a positive office culture through effective coaching and support. As a communication liaison for the assigned executives, the Executive Assistant will handle information that may be confidential and sensitive in nature. This requires a high level of discretion and the ability to triage, route, and monitor communications in a gracious and diplomatic manner. The Executive Assistant will also collaborate with department staff and various UCLA offices to carry out special projects as assigned, ensuring that the department's needs are met efficiently and effectively. The role demands a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously while maintaining a high standard of service. The Executive Assistant will be expected to demonstrate strong interpersonal skills to build and maintain effective relationships with faculty, colleagues, University officials, patients, VIPs, donors, and the public. This position is essential for the operational success of the Department of Anesthesiology, requiring a blend of administrative expertise, leadership capabilities, and a commitment to excellence in service delivery.

Responsibilities

• Provide executive-level administrative support to the Executives of the Department of Anesthesiology.
• Supervise the Operations and Administrative Support Team (OAST) members.
• Manage day-to-day logistics and professional development activities.
• Oversee recruitment and training efforts for the department.
• Act as a communication liaison for assigned executives, handling confidential information appropriately.
• Collaborate with department staff and UCLA offices on special projects as assigned.
• Evaluate issues and identify resolutions to support departmental operations.
• Maintain and streamline a complex filing system for efficient document retrieval.
• Plan departmental events and manage the Executive's calendar.

Requirements

• Demonstrated experience in managing a complex executive office and the work of subordinates.
• Strong service orientation and superior interpersonal skills.
• Ability to evaluate issues and identify resolutions effectively.
• Mathematical skills for basic accounting transactions and budget development.
• Excellent verbal and written communication skills, including active listening and critical thinking.
• Ability to work independently under pressure with competing deadlines.
• Strong organizational and problem-solving skills with multitasking ability.
• Proficiency in office software such as Outlook, Word, Excel, and PowerPoint.
• Knowledge of graphic design and communications practices for promotional materials.
• Ability to maintain confidentiality and use independent judgment.

Nice-to-haves

• Bachelor's degree in a related area and/or 2 years of leadership experience in medical administration.
• Working knowledge of medical/legal terminology.