Administrative Assistant

Working independently with minimal supervision, performs diversified, advanced and confidential secretarial and administrative work for department. Assists department with routine administrative detail. Uses discretionary initiative and judgment when screening visitors and telephone calls, scheduling appointments and organizing workload to meet established priorities. Requires thorough knowledge of company policy, organization, personnel and services.

  • Organizes and expedites flow of work through administrator’s office; initiating follow up action as action appropriate.
  • Answers telephones, screens and routes visitors and callers.
  • Resolves routine and some complex inquiries and fulfills requests from internal and external business contacts using knowledge of department and organization policies and procedures.
  • Formats, types and edits a variety of complex or technical material, including correspondence, memos, reports, presentations and confidential material.
  • Takes and transcribes dictation of a complex and confidential nature.
  • Composes letters and memos for signature.
  • Routes and answers routine correspondence not requiring administrator’s attention.
  • Schedules appointments and meetings; coordinates meetings and agenda materials. Takes and prepares minutes, maintains related records and assures follow-up on action items.
  • Makes arrangements for meeting/conferences/travel for department personnel.
  • Prepares and distributes minutes of meetings.
  • Opens, reads and prioritizes incoming mail. Handles minor requests and/or assignments that require some knowledge of departmental policies and procedures.
  • Establishes, maintains and has frequent access to confidential files, logs and records.
  • Assists in planning and organizing special projects. Develops and uses mechanisms to track progress of projects.
  • May utilize assistance of lower level secretarial or clerical employees on a project basis.
  • Performs other related duties as assigned or requested. Effectively adjusts daily schedule as required to perform urgent assignments or special projects.
  • Maintains a positive image when dealing with department personnel and other City of Hope employees.
  • Prepares graphs and other exhibits for department reports.
  • Utilizes electronic mail extensively for communication purposes.
  • Utilizes word processing, databases, and/or spreadsheet software to store, edit, format, print and revise letters, memos, statistical tables, reports, questionnaires, forms, labels and other related material.
  • Takes manual shorthand and transcribes from notes or machine dictation. Type’s material from longhand or rough copy.
  • Selects and/or makes recommendations for purchase of supplies and equipment.

Minimum Education and Skills Required for Consideration:

  • 5+ year’s senior level secretarial experience with prior experience in Administration
  • Excellent verbal and written communication skills
  • Experience composing letters and memoranda’s, coordinating meetings, travel arrangements, establishing and maintaining filing systems, reports, schedule appointments, transcribe dictation, etc.
  • Microsoft Office Suite experience
  • Proficient with Excel (Pivot tables, spreadsheets, etc.)
  • Experience using Lotus 1-2-3
  • Dictaphone

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 4000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

City of Hope strongly supports and values the uniqueness of all individuals and promotes a work environment where diversity is embraced. City of Hope is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

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