Job Description
Title: Executive Assistant
Duration: 20 week contract to cover LOA
Location: 700 Tiverton Ave, Suite 8-684, Los Angeles, CA 90025
Required Experience:
• Must have experience working for VP or Director level executive.
• Demonstrated excellence in independently prioritizing and organizing projects and tasks, meeting all deadlines, while successfully balancing a high-volume workload and be organized.
• Experience in booking travel, submitting reimbursement requests for executive.
• High proficiency in Microsoft Office Suite software (Excel, Word, PowerPoint, Visio, etc.).
• Ability to quickly master new database systems and tools.
• Strong written and verbal communication skills. Highly polished communication skills, both oral and written, to obtain and convey information accurately and clearly.
• English writing skills to produce original correspondence, reports, and other documents including grant write-ups, utilizing correct spelling, grammar, syntax, and punctuation.
• Draft letters and memos
The UCLA JCCC Executive Assistant provides comprehensive and high-level executive support to the Cancer Center Director, Chief Administrative Officer, and senior leadership committees of the Cancer Center. They serve as the first line of communication, acting as a liaison between Center and institutional leaders, faculty, staff and key stakeholders. Responsibilities include but are not limited to: meeting scheduling and calendar management; travel arrangements; processing reimbursements; memo and email drafting; meeting preparations and logistics; presentation drafting; answering phones and triaging requests; drafting and organizing letters of support; etc. In support of the Cancer Center Director, who also serves as the President of the Jonsson Cancer Center Foundation (JCCF), works with key stakeholders, including the JCCF Executive Director, on coordinating donor meetings.
The Executive Assistant is responsible for coordinating various leadership committees of the Cancer Center and advisory/review boards, including the Cancer Research Council, the Executive Cancer Committee, CCSG Leadership Committee, Internal Advisory Board/Executive Committee, External Advisory Board, etc. Coordination of these committees, boards and site visits, include but are not limited to: polling for and identifying meeting dates/times/locations; working with committee chairs to develop agendas; arranging catering and other logistics; preparing and distributing materials; contracting with venues and other external vendors; processing honorariums, managing committee memberships and distribution lists; confirming and communicating with speakers; taking minutes; following up on “action items”; etc. The Executive Assistant oversees and coordinates staff working on specific projects for which they are responsible, such as the External Advisory Board meetings. In these circumstances, the Executive Assistant assigns responsibilities, tracks progress, etc.
The Executive Assistant collaborates closely with the JCCC Events team, providing assistance and back-up support for all JCCC events as needed and as able while balancing and prioritizing primary responsibilities. Additionally, they may be assigned various data reporting/analysis tasks and special projects by the JCCC Director and/or Chief Administrative Officer.
The ability to balance priorities, have a sense of urgency, be a team player, and use creativity to identify and implement ways to address challenges are critical attributes for the Executive Assistant. Reliability, independence, professional demenour, and initiative are essential. The Executive Assistant should have a personal drive for excellence and a commitment to the Cancer Center's
Duration: 20 week contract to cover LOA
Location: 700 Tiverton Ave, Suite 8-684, Los Angeles, CA 90025
Required Experience:
• Must have experience working for VP or Director level executive.
• Demonstrated excellence in independently prioritizing and organizing projects and tasks, meeting all deadlines, while successfully balancing a high-volume workload and be organized.
• Experience in booking travel, submitting reimbursement requests for executive.
• High proficiency in Microsoft Office Suite software (Excel, Word, PowerPoint, Visio, etc.).
• Ability to quickly master new database systems and tools.
• Strong written and verbal communication skills. Highly polished communication skills, both oral and written, to obtain and convey information accurately and clearly.
• English writing skills to produce original correspondence, reports, and other documents including grant write-ups, utilizing correct spelling, grammar, syntax, and punctuation.
• Draft letters and memos
The UCLA JCCC Executive Assistant provides comprehensive and high-level executive support to the Cancer Center Director, Chief Administrative Officer, and senior leadership committees of the Cancer Center. They serve as the first line of communication, acting as a liaison between Center and institutional leaders, faculty, staff and key stakeholders. Responsibilities include but are not limited to: meeting scheduling and calendar management; travel arrangements; processing reimbursements; memo and email drafting; meeting preparations and logistics; presentation drafting; answering phones and triaging requests; drafting and organizing letters of support; etc. In support of the Cancer Center Director, who also serves as the President of the Jonsson Cancer Center Foundation (JCCF), works with key stakeholders, including the JCCF Executive Director, on coordinating donor meetings.
The Executive Assistant is responsible for coordinating various leadership committees of the Cancer Center and advisory/review boards, including the Cancer Research Council, the Executive Cancer Committee, CCSG Leadership Committee, Internal Advisory Board/Executive Committee, External Advisory Board, etc. Coordination of these committees, boards and site visits, include but are not limited to: polling for and identifying meeting dates/times/locations; working with committee chairs to develop agendas; arranging catering and other logistics; preparing and distributing materials; contracting with venues and other external vendors; processing honorariums, managing committee memberships and distribution lists; confirming and communicating with speakers; taking minutes; following up on “action items”; etc. The Executive Assistant oversees and coordinates staff working on specific projects for which they are responsible, such as the External Advisory Board meetings. In these circumstances, the Executive Assistant assigns responsibilities, tracks progress, etc.
The Executive Assistant collaborates closely with the JCCC Events team, providing assistance and back-up support for all JCCC events as needed and as able while balancing and prioritizing primary responsibilities. Additionally, they may be assigned various data reporting/analysis tasks and special projects by the JCCC Director and/or Chief Administrative Officer.
The ability to balance priorities, have a sense of urgency, be a team player, and use creativity to identify and implement ways to address challenges are critical attributes for the Executive Assistant. Reliability, independence, professional demenour, and initiative are essential. The Executive Assistant should have a personal drive for excellence and a commitment to the Cancer Center's
💡 Quick Summary
Seeking a career-building opportunity? The Non-Clinical - Administrative/Executive Assistant position is now open for candidates interested in the Admin Executive sector. This role in Los Angeles offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Admin Executive is a plus.
