Executive Administrative Specialist - Calendar & Travel Lead

City of Hope; Irvine (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

City of Hope is seeking an experienced administrative professional to manage complex calendars and coordinate executive schedules across a busy office. You will prepare materials, handle confidential documents, and arrange travel and meetings for senior leaders.

The role requires independent work with minimal supervision, strong policy knowledge, and a track record of meticulous reporting and organization. This position supports multiple departments and contributes to strategic projects within a

Qualifications

• 2 years post high school trade, business or professional school; Bachelor’s degree preferred (experience may substitute).
• 3-5 years of prior experience in administration (executive level) or academic institution helpful.

Responsibilities

• Organizes & expedites flow of work through administrator’s office; initiating follow up action as appropriate.
• Resolves routine and some complex inquiries and fulfills requests from internal & external business contacts using knowledge of division/department & organization policies & procedures.
• Formats, types & edits a variety of complex or technical material, including correspondence, memos, reports, presentations and confidential material
• Maintains calendar; Schedules appointments & meetings; coordinates meetings & agenda materials. Makes arrangements for meetings/ conferences/travel for department personnel
• Prepares & distributes minutes of meetings
• Prepares all travel, lodging and conference registration for Chair/Director. Initiates all business-related expense reimbursements for Chair/Director including membership dues renewals; travel reimbursement. Maintains detailed accounting of all expenses.
• Establishes, maintains & has frequent access to confidential files, logs & records
• Assists in planning & organizing special projects
• May utilize assistance of lower level secretarial or clerical employees on a project basis
• Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.
• Performs other related duties as assigned or requested.

Skills

Calendar management

Executive support

Travel coordination

Expense reporting

Education

Bachelor’s degree preferred

Tools

MS Office

Job description

City of Hope is seeking an experienced administrative professional to manage complex calendars and coordinate executive schedules across a busy office. You will prepare materials, handle confidential documents, and arrange travel and meetings for senior leaders.

The role requires independent work with minimal supervision, strong policy knowledge, and a track record of meticulous reporting and organization. This position supports multiple departments and contributes to strategic projects within a