Title:Executive Assistant Location: 924 Westwood Blvd., Suite 810, Los Angeles, CA 90024 (there may be flexibility for remote work after a 4 week training period) Duration: 13 weeks with possibility of becoming a permanent employee Job Description:
The Office of Compliance Services (OCS) serves both the David Geffen School of Medicine and the System. The primary mission of OCS is to develop, implement, and oversee a comprehensive ethics and compliance strategy and program. This program is designed to ensure adherence to all applicable laws and regulations, identify and mitigate compliance violations, and promote ethical behavior throughout the system
The department is comprised of four teams: (1) revenue cycle compliance; (2) general compliance; (3) research billing compliance; and (4) privacy. There are currently 22 FTEs in the department, with a budgeted capacity of 31 FTEs. The EA would support the Chief Compliance Officer, the Chief Privacy Officer, and the Deputy Chief Compliance Officer (currently vacant).
The EA position has been vacant for several years so the position's job description and scope may be somewhat undefined; therefore, we seek an adaptable individual who is willing to proactively engage and assist across various responsibilities as needed, demonstrating flexibility and a readiness to contribute to diverse tasks.
Required Experience: Prior experience as an executive assistant in a health care setting. Attention to detail and excellent writing skills. Reliable and punctual. Preferred Experience: Prior experience supporting a health care compliance department. Experience with managing department budgets. Prior experience working at an academic medical center.
Below is a list of questions that may be asked in an interview. The candidate should feel comfortable answering the questions based on their past experience.
Can you provide an overview of your experience as an executive assistant, including the industries you've worked in and the executives you've supported? How do you prioritize and manage multiple tasks with competing deadlines, ensuring that all responsibilities are addressed efficiently? Can you share examples of complex calendar management you've handled in the past, including scheduling meetings, coordinating travel arrangements, and handling last-minute changes? Describe a situation where you had to maintain confidentiality and discretion in handling sensitive information. How did you ensure the security of confidential data? In what ways have you supported executives in preparing for meetings, presentations, or events? Can you detail your role in facilitating the smooth execution of such activities? Have you ever encountered a challenging or difficult situation while supporting an executive? How did you handle it, and what was the outcome? How do you stay organized in a fast-paced work environment, and what tools or techniques do you use to manage your tasks and responsibilities effectively? Describe your experience with office management tasks, such as ordering supplies, coordinating office logistics, or managing vendor relationships. Can you discuss your proficiency with office software and collaboration tools, particularly those used for calendar management, document preparation, and communication? How do you handle conflicting priorities when supporting multiple executives with different needs and preferences? What strategies do you employ to anticipate the needs of the executive you support and ensure proactive assistance in their daily responsibilities? Can you share examples of successfully coordinating large-scale events or projects, showcasing your organizational and multitasking abilities? How do you maintain a positive and professional attitude while handling demanding tasks or situations? Give examples of how you handle stress and pressure in the workplace. Interview Process:
The interview process will involve three interviews: (1) solo interview with the current interim executive assistant, (2) a group interview with the department's managers, and (3) an interview with the Chief Compliance Officer. The first two interviews will be via Zoom. Depending on the location of the candidate, the last interview will be either Zoom or in-person.
