Executive Assistant, Supervisor - Anesthesiology

$68,800 - $141,000/Yr

Ucla Health Systems - Los Angeles, CA

Full-time - Mid Level

Los Angeles, CA

Ambulatory Health Care Services

About the position

The Executive Assistant will provide executive-level administrative support to Executives of the Department of Anesthesiology and supervise the assigned Operations and Administrative Support Team (OAST) members in the areas of clinical service and basic science research. This role is crucial in supporting the day-to-day logistics, professional development, recruitment, and training efforts, as well as fostering a positive culture within the office. The Executive Assistant will act as a communication liaison for the assigned executives, handling information that may be confidential and sensitive in nature, and ensuring it is triaged, routed, and monitored appropriately with grace and diplomacy. In addition to administrative duties, the Executive Assistant will collaborate with department staff and UCLA offices to carry out special projects as assigned. This position requires a strong service orientation and the ability to maintain effective relationships with a diverse range of stakeholders, including faculty, colleagues, University officials, patients, VIPs, and donors. The Executive Assistant will also be responsible for evaluating issues, identifying resolutions, and managing the complexities of an executive office while supervising the work of subordinates. The role demands excellent organizational and problem-solving skills, the ability to multitask, and proficiency in office software such as Outlook, Word, Excel, and PowerPoint. The Executive Assistant will also need to maintain a high level of confidentiality and use independent judgment to manage the Executive's calendar and plan departmental events. Knowledge of events management, including site selection and travel arrangements, is essential for this position.

Responsibilities

• Provide executive-level administrative support to Executives of the Department of Anesthesiology.
• Supervise the Operations and Administrative Support Team (OAST) members.
• Support day-to-day logistics, professional development, recruitment, and training efforts.
• Act as a communication liaison for assigned executives, handling confidential information.
• Collaborate with department staff and UCLA offices on special projects as assigned.
• Evaluate issues and identify resolutions effectively.
• Manage the Executive's calendar and plan departmental events.
• Maintain and streamline a complex filing system for quick document retrieval.
• Use high-level discretion and maintain confidentiality in all communications.

Requirements

• Demonstrated experience in managing a complex executive office and the work of subordinates.
• Strong service orientation and interpersonal skills to foster effective relationships.
• Ability to evaluate issues and identify resolutions.
• 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.
• Skill in prioritizing assignments and completing work in a timely manner.
• Strong knowledge of office software such as Outlook, Word, Excel, and PowerPoint.
• Excellent organizational and problem-solving skills with multitasking ability.
• Knowledge of graphic design and communications practices.

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.