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General Information

Work Location: Los Angeles, USA
Onsite or Remote
Flexible Hybrid
Work Schedule
Monday through Friday; 8:00am - 5:00pm
Posted Date
05/09/2025
Salary Range: $5316.67 - 10583.33 Monthly
Employment Type
2 - Staff: Career
Duration
Indefinite
Job #
24466

Primary Duties and Responsibilities

The UCLA Jonsson Comprehensive Cancer Center (UCLA JCCC) is one of just 57 cancer centers in the United States to hold a National Cancer Institute (NCI) designation as a comprehensive cancer center. This designation is reserved for cancer centers with the highest achievements in cancer research, clinical care, education, and community-focused activities. As such, it ranks the UCLA JCCC among the top centers in the nation. The UCLA JCCC's mission is to accelerate discoveries that prevent and cure cancer and to transform cancer care in Los Angeles County and beyond by driving scientific discovery, innovations in care, by training and mentoring the next generation of cancer researchers and physicians, and by working with and supporting our community partners to improve 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, Chief Administrative Officer, and Senior Director for Business & Operations. 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; complex 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 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-CC activities and meetings and supports initiatives.

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, External Advisory Board, NCI Site Visit, 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 negotiating with vendors to contain costs; preparing and distributing materials; contracting with venues and other external vendors; 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 and the NCI Site Visit. 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, and initiative are essential. The Executive Assistant should have a personal drive for excellence and a commitment to the Cancer Center's mission.

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

Job Qualifications

Required:

  • Bachelor’s Degree and a minimum of three years’ executive assistance/relevant experience or no degree and a minimum of five years’ executive assistance/relevant experience
  • Demonstrated excellence in independently prioritizing and organizing projects and tasks, meeting all 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 communication skills, both oral and written, to obtain and convey information accurately and clearly. Demonstrated English writing skills to produce original correspondence, reports, and other documents 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 work environment.
  • Skill in working as a part of a team and demonstrated willingness to “roll up their sleeves” to ensure the success of the organization/project/initiative. 
  • Demonstrated skill in problem solving, engaging in “fact finding”, and independently identifying solutions 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.

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.