Sr. Administrative Assistant

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

Join the transformative team at City of Hope, where we're changing lives and making a real difference in the fight against cancer, diabetes, and other life-threatening illnesses. 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 treatment facilities in Atlanta, Chicago and Phoenix. Our dedicated and compassionate employees are driven by a common mission: To deliver the cures of tomorrow to the people who need them today.

Position Summary:

Performs full advanced clerical, administrative, and general office duties. Typically reports to a position responsible for a major function. Business contacts include persons at all levels within the organization, industry, and community. Manages complex calendars, schedules meeting and appointments for senior management. Gathers data, summarizes and develops custom reports. Works independently with minimal supervision and requiring no instructions on routine work and limited instructions on new assignments. Requires thorough knowledge of company policy, organization, personnel and services.

As a successful candidate, you will:

• 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.

Your qualifications should include:

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

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

City of Hope is an equal opportunity employer.

To learn more about our Comprehensive Benefits, please CLICK HERE.