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Non-Clinical - Administrative - Executive Assistant

22nd Century Technologies, Inc.

Los Angeles, CA

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JOB DETAILS
SKILLS
Administrative Policies, Administrative Skills, Budgeting, Business Administration, Calendar Management, Communication Skills, Copying Machines, Detail Oriented, Document Scanners, Equipment Maintenance/Repair, Establish Priorities, Executive Assistant Skills , Expense Reports, Facilities Management, File Maintenance, Hardware Virtualization, Healthcare, Interpersonal Skills, Inventory Management, Leadership, Legal, Logistics, Logistics Management, Maintain Compliance, Marketing, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Office Equipment, Office Management, Onboarding, Operations Management, Order Supplies, Organizational Skills, People Management, Plan Meetings, Presentation/Verbal Skills, Printers, Problem Solving Skills, Procedure Implementation, Process Management, Productivity Management, Project Management Software, Project Tracking, Proofreading, Records Management, Regulations, Request for Information (RFI), Resource Management, Safety/Work Safety, Schedule Development, Team Player, Technical Support, Telephone Skills, Time Management, Travel Planning, Vendor/Supplier Management, Vendor/Supplier Selection, Writing Skills
LOCATION
Los Angeles, CA
POSTED
30+ days ago
Shift: M-F 8-5

Summary
The Executive Assistant & Office Manager is a highly organized, proactive and detail-oriented professional who supports 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.
The incumbent provides high-level administrative support including calendar management, meeting coordination, travel arrangements, and communication on behalf of senior leadership. In addition, the individual oversees the day-to-day functions of the department's physical and virtual office spaces, ensuring smooth operations and a professional, well-maintained environment for staff, visitors, and stakeholders.
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.
" 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, including financial, legal, budget, personnel, and administrative records; maintain and update resource materials.
" 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, such as PCs, printers, and copiers/scanners.
" Serve as parking coordinator and manage staff parking and visitor parking validations.
" Maintain inventory and order office supplies, equipment and services as requested, and use the current UC systems to initiate payment.
" Assist in space planning and resource allocation for the department.
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.
" Manage new employee onboarding.
Required 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, including physicians, UCLA executives, directors and managers
" Demonstrated ability to schedule highly complex meetings and events involving executive, c-suite, and external parties.
" Advanced knowledge of UCLA Health 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 when dealing with staff, faculty members, university administration, and donors.
" Highly skilled in prioritizing assignments and achieving high productivity and quality under rigid deadlines in an environment with frequent workload changes, competing demands, and interruptions.
" Excellent organizational skills to coordinate various administrative processes, ensuring projects are completed in a timely manner.

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).

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

About the Company

2

22nd Century Technologies, Inc.

22nd Century Technologies, Inc., is one of the fastest growing IT Service Integrator and Workforce Solution companies in the United States. Founded in 1997, 22nd Century Technologies is a Certified National Minority Business Enterprise with 6,000+ people including 600+ Cyber SMEs nationwide supporting our customers in all 50 states, Canada, and Mexico. With HQs in Somerset, NJ and Mclean, VA, 22nd Century has 14 offices throughout the United States. As part of our unrelenting focus on quality and compliance, 22nd Century Technologies’ delivery is based on Certified Matured Processes including CMMI L3 Dev & SVC, ISO 20000, ISO 27001, and ISO 9001 quality processes. With a strong focus on the public sector, 22nd Century currently holds government contracts with 14 out of 15 Federal Executive agencies including DoD, 37 other Federal agencies, 50 States, 115+ Local agencies, and 37 School Districts. In the last three years, we have expanded our services to Fortune 500 and other commercial clients and currently support 80+ commercial clients.

Recognized among “Best Company to Work For” by Forbes, 22nd Century Technologies, Inc., consistently exceeds our clients’ expectations by focusing on their absolute satisfaction with jobs while keeping our employees motivated.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

COMPANY SIZE
100 to 499 employees
INDUSTRY
Computer/IT Services
FOUNDED
1997
WEBSITE
https://www.tscti.com/careers-0

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