Executive Assistant

The UCLA Jonsson Comprehensive Cancer Center (UCLA JCCC) is one of just 57 cancer centers in the United States to hold aNational Cancer Institute (NCI) designation as a comprehensive cancer center. This designation is reserved for cancer centers with thehighest achievements in cancer research, clinical care, education, and community-focused activities. As such, it ranks the UCLA JCCCamong the top centers in the nation. The UCLA JCCC's mission is to accelerate discoveries that prevent and cure cancer and totransform cancer care in Los Angeles County and beyond by driving scientific discovery, innovations in care, by training andmentoring the next generation of cancer researchers and physicians, and by working with and supporting our community partners toimprove the health of the people the Center serves.

The UCLA JCCC Executive Assistant provides comprehensive and high-level executive support to the Cancer Center Director, ChiefAdministrative Officer, and Senior Director for Business & Operations. They serve as the first line of communication, acting as aliaison between Center and institutional leaders, faculty, staff and key stakeholders. Responsibilities include but are not limited to:meeting scheduling and calendar management; complex travel arrangements; processing reimbursements; memo and email drafting;meeting preparations and logistics; presentation drafting; answering phones and triaging requests; drafting and organizing letters ofsupport; etc. In support of the Cancer Center Director, who also serves as a leader of the University of California Cancer Consortium(UC-CC), works with key stakeholders, including the UC Office of the President leadership and staff, on coordinating of UC-CCactivities and meetings and supports initiatives.

The Executive Assistant is responsible for coordinating various leadership committees of the Cancer Center and advisory/reviewboards, including the Cancer Research Council, the Executive Cancer Committee, CCSG Leadership Committee, Internal AdvisoryBoard, External Advisory Board, NCI Site Visit, etc. Coordination of these committees, boards and site visits, include but are notlimited to: polling for and identifying meeting dates/times/locations; working with committee chairs to develop agendas; arrangingcatering and other logistics negotiating with vendors to contain costs; preparing and distributing materials; contracting with venues andother external vendors; managing committee memberships and distribution lists; confirming and communicating with speakers; takingminutes; following up on "action items"; etc. The Executive Assistant oversees and coordinates staff working on specific projects forwhich they are responsible, such as the External Advisory Board meetings and the NCI Site Visit. In these circumstances, the ExecutiveAssistant assigns responsibilities, tracks progress, etc.

The Executive Assistant collaborates closely with the JCCC Events team, providing assistance and back-up support for all JCCC eventsas needed and as able while balancing and prioritizing primary responsibilities. Additionally, they may be assigned various datareporting/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 addresschallenges are critical attributes for the Executive Assistant. Reliability, independence, and initiative are essential. The ExecutiveAssistant should have a personal drive for excellence and a commitment to the Cancer Center's mission.

Salary: $5,316.67 - $10,583.33 monthly

Required:

• Bachelor's Degree and a minimum of three years' executive assistance/relevant experience or nodegree and a minimum of five years' executive assistance/relevant experience
  
• Demonstrated excellence in independently prioritizing and organizing projects and tasks, meetingall deadlines, while successfully balancing a high-volume workload.
  
• Superior organizational skills with extreme attention to detail and a high-degree of accuracy.
  
• Demonstrated high proficiency in Microsoft Office Suite software (Excel, Word, PowerPoint,Visio, etc.). Ability to quickly master new database systems and tools.
  
• Demonstrated strong written and verbal communication skills. Highly polished communicationskills, both oral and written, to obtain and convey information accurately and clearly.Demonstrated English writing skills to produce original correspondence, reports, and otherdocuments including grant write-ups, utilizing correct spelling, grammar, syntax, and punctuation.
  
• Ability to work professionally and successfully with individuals at all organizational levels,including external and internal institutional senior leaders, faculty, staff, students, vendors, etc.Treats everyone with respect and actively engenders a positive and collaborative workenvironment.
  
• Skill in working as a part of a team and demonstrated willingness to "roll up their sleeves" toensure the success of the organization/project/initiative.
  
• Demonstrated skill in problem solving, engaging in "fact finding", and independently identifyingsolutions to problems as they arise.
  
• Ability to maintain strict confidentiality and handle sensitive information with tact and discretion.
  
• Ability to handle difficult situations in a professional, calm and responsive manner.
  

Preferred:

• Supervisory experience or project-based team management experience.
  
• Working knowledge of UCLA systems, policies and procedures.