Executive Admin Assistant: Calendar, Travel & Confidential

aa067; Irvine (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

City of Hope seeks an experienced administrative professional to manage complex calendars, coordinate meetings and travel, and handle confidential materials for senior leadership. The role supports the Chair/Director with expenditure reimbursements and minutes, while ensuring policy compliance and high integrity in daily operations.

The position emphasizes independent work, thorough knowledge of organizational procedures, and collaboration across internal and external stakeholders within a

Qualifications

• 2 years post high school education; Bachelor’s degree preferred.
• 3–5 years of executive admin experience or experience in an academic setting.

Responsibilities

• Organize and expedite flow of work for the administrator’s office.
• Resolve routine and some complex inquiries from internal and external contacts.
• Format and edit complex material including reports and confidential documents.
• Maintain calendars and coordinate meetings and travel for department personnel.
• Prepare and distribute minutes of meetings.
• Arrange travel, lodging and conference registrations for the Chair/Director; process reimbursements.
• Manage confidential files and assist in planning special projects.
• Support potential junior staff on a project basis.
• Follow policies and compliance guidelines; uphold confidentiality.

Skills

Calendar management

Meeting coordination

Travel arrangements

Document formatting

Confidential files handling

Expense reimbursements

Minutes preparation

Executive support

Education

Bachelor’s degree preferred

2 years post high school education

Job description

City of Hope seeks an experienced administrative professional to manage complex calendars, coordinate meetings and travel, and handle confidential materials for senior leadership. The role supports the Chair/Director with expenditure reimbursements and minutes, while ensuring policy compliance and high integrity in daily operations.

The position emphasizes independent work, thorough knowledge of organizational procedures, and collaboration across internal and external stakeholders within a