Executive Assistant

Job Summary

The Executive Assistant provides high-level administrative and executive support to the Cancer Center Director, Chief Administrative Officer, and senior leadership within the UCLA Jonsson Comprehensive Cancer Center (JCCC). This role serves as a key liaison between leadership, faculty, staff, and external stakeholders, ensuring seamless coordination of executive operations, communications, and strategic initiatives.

Key Responsibilities

Executive Support

• Provide comprehensive administrative support to senior leadership (VP/Director level and above)
• Manage complex calendars, schedule meetings, and coordinate executive priorities
• Arrange domestic and international travel, including itineraries and logistics
• Prepare and submit expense reports and reimbursement requests
• Serve as the primary point of contact and liaison for internal and external stakeholders

Communication & Documentation

• Draft, edit, and manage professional correspondence, memos, reports, and presentations
• Prepare meeting materials, agendas, and executive briefings
• Ensure clear, accurate, and professional written and verbal communication
• Handle confidential information with discretion and professionalism

Meeting & Committee Coordination

• Coordinate leadership committees, advisory boards, and executive meetings
• Schedule meetings, develop agendas, and manage logistics (venue, catering, materials)
• Communicate with speakers and stakeholders; confirm participation
• Record meeting minutes and track action items to completion
• Manage committee memberships, distribution lists, and honorariums

Event & Project Coordination

• Support planning and execution of internal and external events
• Collaborate with events team for large-scale meetings and site visits
• Assist with donor meetings in coordination with leadership and foundation partners
• Oversee assigned projects, track progress, and coordinate team efforts

Administrative & Operational Support

• Answer and triage phone calls and requests
• Maintain organized records, files, and documentation
• Assist with data reporting, analysis, and special projects as assigned
• Provide backup support across administrative functions as needed

Required Qualifications

• Experience supporting VP/Director-level executives or higher
• Strong ability to prioritize, multitask, and manage high-volume workloads
• Experience with travel coordination and expense reimbursement processing
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Visio)
• Ability to quickly learn new systems and tools
• Excellent written and verbal communication skills
• Strong attention to detail with high level of professionalism

Preferred Skills & Competencies

• Exceptional organizational and time management skills
• Ability to work independently and meet tight deadlines
• Strong interpersonal and stakeholder management skills
• High level of discretion when handling confidential information
• Proactive, resourceful, and solution-oriented mindset
• Team player with strong collaboration skills