Executive Assistant

City of Hope; Zion (IL); On-site; USD 65,000 - 90,000; Full time

Job summary

City of Hope is seeking an Executive Assistant to the Chief Clinical Officer and Departmental Physician Chiefs in Zion, IL. This role provides high-level administrative support, manages complex calendars, coordinates cross-functional communication, and ensures efficient workflow in a fast-paced healthcare setting.

The ideal candidate will have 5+ years of senior-level executive support experience, a strong track record of discretion, and advanced Microsoft Office skills.

Qualifications

• High school diploma or equivalent required.
• Five (5) years of progressive administrative experience supporting senior-level executives (Vice President level or above).
• Bachelor's degree strongly preferred.
• Knowledge of medical terminology preferred.
• Experience supporting physician executives or healthcare leadership teams preferred.
• Experience with data reporting, analytics, and presentation development preferred.

Responsibilities

• Manage complex executive and clinical calendars.
• Coordinate cross-functional communication across departments.
• Track key deliverables and deadlines.
• Support data analytics initiatives and reporting.
• Ensure effective workflow management in a fast-paced healthcare environment.

Skills

Organizational skills

Multitasking

Critical thinking

Discretion

Verbal communication

Written communication

Relationship building

Collaboration in diverse environment

Attention to detail

Executive-support experience

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

Microsoft Office

Microsoft Teams

Zoom

OneNote

Tableau (data visualization)

Job description

Executive Assistant

About City of Hope, City of Hope's mission is to make hope a reality for all touched by cancer and diabetes. Founded in 1913, City of Hope has grown into one of the largest and most advanced cancer research and treatment organizations in the U.S., and one of the leading research centers for diabetes and other life-\-threatening illnesses. City of Hope research has been the basis for numerous breakthrough cancer medicines, as well as human synthetic insulin and monoclonal antibodies. With an independent, National Cancer Institute-designated comprehensive cancer center that is ranked top 5 in the nation for cancer care by U.S. News & World Report at its core, City of Hope’s uniquely integrated model spans cancer care, research and development, academics and training, and a broad philanthropy program that powers its work. City of Hope’s growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and cancer treatment centers and outpatient facilities in the Atlanta, Chicago and Phoenix areas.

The successful candidate

Schedule

Monday-Friday, 7:30 AM-4:00 PM. Must have flexibility to work occasional weekends and outside work hours to support special projects and events.

Location

Zion, IL - Fully Onsite. This is not a remote position

Position Summary

The Executive Assistant to the Chief Clinical Officer (CCO) and Departmental Physician Chiefs serves as a strategic partner, trusted liaison, and gatekeeper, providing high-level administrative support to senior physician leaders. This role is responsible for managing complex executive and clinical calendars, coordinating cross-functional communication, tracking key deliverables, supporting data analytics initiatives, and ensuring effective workflow management within a fast-paced healthcare environment.

The Executive Assistant works closely with executive leadership, operational leaders, department leaders, and clinical teams to facilitate collaboration and support organizational priorities. This highly autonomous position requires strong critical thinking skills, sound judgment, exceptional organizational abilities, and the ability to anticipate leadership needs while managing multiple priorities simultaneously.

The ideal candidate demonstrates professionalism, strong communication skills, discretion, and the ability to maintain strict confidentiality while handling sensitive patient, employee, and organizational information in compliance with HIPAA and other applicable healthcare regulations.

Position Qualifications

Minimum Education

• High school diploma or equivalent required.

Minimum Experience

• Five (5) years of progressive administrative experience supporting senior-level executives (Vice President level or above), preferably within a healthcare or other highly regulated environment.

Preferred Education

• Bachelor's degree strongly preferred.

Preferred Experience

• Knowledge of medical terminology preferred.
• Experience supporting physician executives or healthcare leadership teams preferred.
• Experience with data reporting, analytics, and presentation development preferred.

Skills and Abilities

• Excellent organizational, administrative, and multitasking skills.
• Ability to prioritize and manage multiple competing deadlines with minimal supervision.
• Strong critical thinking and problem-solving abilities.
• Demonstrated ability to maintain professionalism, discretion, and confidentiality.
• Excellent verbal and written communication skills.
• Ability to build effective working relationships with executive leadership, physicians, staff, community members, and business partners.
• Ability to work collaboratively and effectively within a diverse and multicultural environment.
• Strong attention to detail and commitment to accuracy.

Software Proficiency

• Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Proficiency with virtual meeting platforms, including Microsoft Teams and Zoom.
• Experience with electronic healthcare systems and digital note-taking applications such as OneNote.
• Experience with data visualization and reporting tools preferred (e.g., Tableau).

City of Hope is an equal opportunity employer.

City of Hope employees pay is based on the following criteria: work experience, qualifications, and work location.

Please note: City of Hope is committed to a safe and transparent hiring experience. Please be aware that scammers may attempt to impersonate our organization through fake job postings, emails or interviews.