Executive Assistant

Executive Assistant 3228567

• Hourly pay: $40/hr
• Worksite: Leading medical institution (Los Angeles, CA 90024 – Onsite)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 7 Month Assignment

A leading medical institution is looking for an Executive Assistant & Office Manager to support multiple senior leaders in the Marketing Department. This dual role requires exceptional administrative skills, discretion, and the ability to manage competing priorities in a fast-paced environment. The candidate will manage calendars, meeting coordination, travel arrangements, and communication on behalf of senior leadership, and oversee the day-to-day functions of the department’s physical and virtual office spaces.

Executive Assistant 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.
• Maintain confidential files and information, including financial, legal, budget, personnel, and administrative records; maintain and update resource materials
• 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 to support a productive work environment
• Manage new employee onboarding.
  

Executive Assistant Qualifications:

• 7-10 years of experience providing executive-level administrative support, preferably in a health care, academic, or marketing environment.
• 3+ years of office or facilities management experience in a mid-to-large organization.
• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Direct executive level support to senior leadership (VP, C suite, department chair, etc.), not primarily administrative, clinical support, or front office roles.
• Recent experience in healthcare systems, hospitals, or academic medical centers supporting leadership teams.
• Clear experience supporting multiple executives simultaneously with complex calendars, travel, and executive communications.
• Demonstrated involvement in department operations or office management responsibilities such as vendor coordination, supply management, facilities coordination, or office logistics.
• Experience coordinating large meetings, leadership events, or executive level gatherings.
• Candidates should show strong operational partnership with leadership, not only task based administrative duties.

Shift:

• 8:00 am - 5:00 pm.