Executive Assistant

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 5,000 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.

The Office of Philanthropy’s vision is to support this life-saving work by being known institutionally and nationally as a model of excellence among elite fundraising programs. Recent recruitments of nationally and internationally renowned faculty offer advancement leaders new opportunity for partnership among philanthropy, research and patient care.

To this end, we invest in our staff through the Team Activation Program (TAP) initiative. This initiative increases the effectiveness of our team through focused transparency & accountability, building trust within teams; training & development; celebrating innovation & risk taking; enhancing team communications and removing roadblocks to maximize activation. The TAP initiative ensures that the Office of Philanthropy is poised to move quickly, effectively and efficiently to maximize opportunities on behalf of City of Hope.

Position Summary

Performs advanced, diversified, confidential and highly responsible professional secretarial & administrative services in support of an Executive Officer. Work assignments are complex in nature where considerable judgment, tact, creativity & initiative are required in resolving problems. Exercises frequent independent judgment, makes administrative decisions (within agreed upon limitations) and takes action on behalf of executive based on knowledge of organization policies, practices, personnel & corporate activities.

Essential Functions

  • Uses discretionary initiative and judgment in handling sensitive & confidential details, establishing priorities and resolving problems relating to day to day operations & administrative details.
  • Serves as a liaison between executives, managers & visitors as required. Researches and fulfills information requests from internal & external business contacts.
  • Resolves routine and complex inquiries and problems requiring in-depth knowledge of organizational, divisional and departmental policies, procedures & projects in progress.
  • Uses judgment in handling telephone calls & appointment requests for executive; routes to others as appropriate.
  • Schedules & maintains calendar of appointments, meetings & travel itineraries. Coordinates related arrangements.
  • Assists executive in maintaining & keeping scheduled appointments, meetings, etc.
  • Independently prepares & distributes minutes of meetings. Initiates follow-up on items discussed in meetings.
  • Opens, reads and prioritizes incoming mail. Gathers background information for executive to reply to issues posed in correspondence and other queries. Routes & answers all correspondence not requiring executive’s attention.
  • Initiates routine and some non-routine correspondence, memoranda and presentations. Drafts correspondence for executive’s final approval.
  • Provide visibility of total responsible contracts, assist in review and executing existing and new contracts; ensuring accurate and timely payment.
  • Coordinate comprehensive recruiting for key department roles and ensuring seamless on-boarding, transition and termination.
  • Compiles, computes, summarizes & analyzes data for special reports.
  • Plans, organizes and prioritizes special projects.
  • Takes and transcribes dictation of a complex and confidential nature.
  • Has regular exposure to highly confidential information & files.
  • Utilizes assistance of one or more lower level secretarial or clerical employees on a reporting or project basis.

Position Qualifications
  • 2 years Post High School Trade, Business or Professional School. Bachelor’s Degree preferred.
  • 5 years of experience in administrative & secretarial support at an executive level. Possesses high level of administrative and secretarial skills & versatility in use of PCs and related office software.

Skills/Abilities
  • Excellent verbal communication and telephone skills
  • Excellent written communication skills
  • Excellent organizational, presentation, and follow through skills
  • Displays tact/consideration in dealing with City of Hope patients and employees
  • Sensitivity to intercultural relations
  • Foster/promote a positive image and professional appearance
  • Maintain an orderly work area
  • Work well as part of a team in the office
  • Access data in computer data bases
  • Answer telephones
  • Compile data/statistics
  • Compose letters, memoranda, and presentations
  • Coordinate requests
  • Coordinate meetings
  • Coordinate travel arrangements
  • Establish and maintain filing systems
  • Input data into computer programs
  • Prepare reports
  • Proofread documents
  • Schedule appointments
  • Transcribe dictation
  • Use computer packages
  • Use word-processing software

Software
  • Microsoft Office (Word, Excel, Presentation), required
  • PeopleSoft
  • Windows, required

Working / Environmental Conditions
  • Subject to many interruptions
  • Subject to varying and unpredictable situations
  • Handles multiple tasks simultaneously
  • Frequent pressure due to multiple calls and inquiries
  • Frequent pressure due to deadline requirements
  • Requires judgment that could affect image of City of Hope
  • Tobacco-free campus

Physical Demands
  • Light physical effort (lift/carry up to 10 lbs.)
  • Mostly sedentary work
  • Occasional standing/walking
  • Occasionally lifts supplies/equipment
  • Occasional reaching, stooping, bending, kneeling, crouching
  • Manual dexterity and mobility
  • Works at PC involving focused concentration
  • Extensive telephone activity
  • Occasionally copies lengthy material
  • Works at computer tasks involving hand/wrist coordination
  • Frequent repetitive motion

City of Hope is committed to creating a diverse environment and is proud to be 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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