Healthcare Executive Assistant & Office Manager

Overview:

Our client, a Medical Center facility under the aegis of a California Public Ivy university and one of largest health delivery systems in California, seeks an accomplished Healthcare Executive Assistant & Office Manager.

*** Candidate must be authorized to work in USA without requiring sponsorship ***

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*** Location: Los Angeles, CA 90024

*** Duration: 28-week contract with the possibility of extensions

Notes:

• Profiles that were not selected in the past generally lacked one or more of the following (1) executive level support to senior leadership (2) office operations or department management exposure.
• Onsite role.
• Work Hours: 8:00 AM – 5:00 PM Pacific Time.

Description:

• The Executive Assistant & Office Manager is a highly organized, proactive, and detail-oriented professional who supports multiple senior leaders within the Marketing Department of a leading academic health system.
• This dual-role position requires exceptional administrative skills, discretion, professionalism, and the ability to manage competing priorities in a fast-paced environment.
• Anticipate leadership and departmental needs, streamline operations, and contribute to a collaborative and efficient work environment.
• Provide direct administrative support to multiple senior leaders, including complex calendar management, meeting scheduling, agenda preparation, minute-taking, and executive communications.
• Coordinate travel arrangements, including transportation, accommodations, itineraries, and expense reports.
• Draft, edit, and proofread correspondence, presentations, reports, and other executive-level materials.
• Liaise with internal departments and external partners on behalf of senior leadership and respond professionally to emails, calls, and information requests.
• Track key project deadlines and follow up on action items as needed.
• Handle and maintain confidential information and records, including financial, legal, budget, personnel, and administrative materials, with discretion and professionalism.
• Serve as a primary resource regarding department and program policies and procedures.
• Manage day-to-day physical and virtual office operations, ensuring a professional, efficient, and well-maintained environment.
• Maintain office inventory and coordinate the procurement of supplies, equipment, and services, including initiating payments through applicable company systems.
• Serve as the primary point of contact for vendors, facilities management, and IT support, including resolving equipment issues involving PCs, printers, copiers, and scanners.
• Coordinate space planning, resource allocation, desk assignments, and office access for team members.
• Organize team meetings, employee engagement events, and departmental gatherings, both virtually and in person, including associated budget support.
• Develop and implement efficient office procedures and protocols.
• Serve as the department safety officer and ensure compliance with institutional policies, health system standards, and safety regulations.
• Serve as parking coordinator, managing staff parking and visitor parking validations.
• Manage new employee onboarding.

Qualifications:

• Direct executive-level support to senior leadership (VP, C-suite, department chair, etc.), rather than primarily administrative, clinical support, or front-office roles.
• 7–10 years of experience providing executive-level administrative support, preferably in a healthcare, academic, or marketing environment.
• Recent experience in healthcare systems, hospitals, or academic medical centers supporting leadership teams is preferred.
• Demonstrated experience supporting multiple executives simultaneously, including managing complex calendars, travel, executive communications, and scheduling.
• Demonstrated ability to coordinate highly complex meetings, leadership events, and executive-level gatherings involving C-suite leaders and external parties, both on-site and virtually.
• At least 3 years of office or facilities management experience in a mid-to-large organization.
• Experience with department operations and office management, including vendor coordination, procurement, supply management, facilities coordination, space planning, IT coordination, office logistics, and health and safety protocols.
• Strong operational partnership with leadership, beyond task-based administrative support.
• Excellent written and verbal communication skills, including the ability to prepare concise and accurate correspondence.
• Excellent interpersonal skills with the ability to interact effectively with people of all cultures and organizational levels, including physicians, executives, directors, managers, staff, faculty, university administration, and donors.
• Strong organizational, multitasking, problem-solving, and prioritization skills with keen attention to detail.
• Ability to manage competing priorities, frequent workload changes, interruptions, and rigid deadlines while maintaining high productivity and quality.
• Proven ability to maintain strict confidentiality and handle sensitive information with tact and discretion.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms such as Zoom and Microsoft Teams.
• Advanced knowledge of organizational structures and general administrative policies.
• Demonstrates flexibility, teamwork, compassion, respect, honesty, professionalism, and accountability.

Nice to Haves:

• 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).

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I'd love to talk to you if you think this position is right up your alley, and assure a prompt communication, whichever direction. If you're looking for rewarding employment and a company that puts its employees first, we'd like to work with you.

Satwinder “Sat” Singh

Lead Technical Recruiter

Company Overview:

Amerit Consulting is an extremely fast-growing staffing and consulting firm. Amerit Consulting was founded in 2002 to provide consulting, temporary staffing, direct hire, and payrolling services to Fortune 500 companies nationally, as well as small to mid-sized organizations on a local & regional level. Currently, Amerit has over 2,000 employees in 47 states. We develop and implement solutions that help our clients operate more efficiently, deliver greater customer satisfaction, and see a positive impact on their bottom line. We create value by bringing together the right people to achieve results. Our clients and employees say they choose to work with Amerit because of how we work with them - with service that exceeds their expectations and a personal commitment to their success. Our deep expertise in human capital management has fueled our expansion into direct hire placements, temporary staffing, contract placements, and additional staffing and consulting services that propel our clients’ businesses forward.

Amerit Consulting provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Applicants, with criminal histories, are considered in a manner that is consistent with local, state and federal laws.