About City of Hope

City of Hope is an independent biomedical research and treatment organization for cancer, diabetes and other life-threatening diseases.

Founded in 1913, City of Hope is a leader in bone marrow transplantation and immunotherapy such as CAR T cell therapy. City of Hope’s translational research and personalized treatment protocols advance care throughout the world. Human synthetic insulin, monoclonal antibodies and numerous breakthrough cancer drugs are based on technology developed at the institution. AccessHope™, a subsidiary launched in 2019 serves employers and their health care partners by providing access to City of Hope’s specialized cancer expertise.

A National Cancer Institute-designated comprehensive cancer center and a founding member of the National Comprehensive Cancer Network, City of Hope is ranked among the nation’s “Best Hospitals” in cancer by U.S. News & World Report and received Magnet Recognition from the American Nurses Credentialing Center. Its main campus is located near Los Angeles, with additional locations throughout Southern California and in Arizona.

City of Hope’s commitment to Diversity, Equity and Inclusion

We believe diversity, equity and inclusion is key in serving our mission to provide compassionate patient care, drive innovative discovery, and advance vital education focused on eliminating cancer and diabetes in all of our communities. Our commitment to Diversity, Equity and Inclusion ensures we bring the full range of skills, perspectives, cultural backgrounds and experiences to our work -- and that our teams align with the people we serve in order to build trust and understanding. We are dedicated to fostering a community that embraces diversity - in ideas, backgrounds and perspectives; this is reflected in our work and represented in our people.

Position Summary

This position provides executive level administrative duties for the Office of General Counsel. Performs advanced, diversified, confidential and highly responsible professional secretarial & administrative services in support of Executive Officer(s). 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.

Requires strong computer skills. Also calls for excellent interpersonal skills, project and meeting coordination experience, the ability to proficiently manage a high volume of work including meeting requests and multiple calendars, and the ability to work well and positively interact with all levels of internal management and staff, as well as outside counsel, process servers and vendors. Must be able to work independently with little supervision and be exceedingly well organized. Must have the ability to excel in a fast-paced environment, remaining flexible, proactive, resourceful and efficient; a high level of professionalism and confidentiality is crucial to this role. Excellent written and verbal communication skills, strong decision-making ability and attention to details are important. A working knowledge of administrative litigation-related tasks (e.g., subpoena protocols, tracking of service of summons and other legal documents, litigation hold notices, litigation file management, litigation tracking and reporting, payment tracking and processing, etc.) is strongly preferred.

Key Responsibilities include:

• Uses discretionary initiative and judgment in handling sensitive and confidential detail, establishing priorities and resolving problems relating to day-to-day operations and administrative details.
• Organizes and expedites flow of work through executive’s office.
• Resolves routine and complex inquiries and problems requiring in-depth knowledge of organizational, divisional and departmental policies, procedures & projects in progress.
• Serves as a liaison between executives, managers, and visitors as required. Researches and fulfills information requests from internal and external business contacts.
• Uses judgment in handling telephone calls of complex nature and appointment requests for executive; routes to others as appropriate.
• Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, to coordinate a variety of complex meetings. Schedules & maintains calendar of appointments, meetings & travel itineraries. Coordinates related arrangements.
• Assists executive in maintaining and keeping scheduled appointments, meetings, etc.
• Coordinates executive’s meetings, drafts agendas, and produces accurate minutes for distribution. Initiates follow-up on items discussed in meetings.
• Opens, reads, and prioritizes executive’s 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.
• Formats, types, and edits a variety of complex or technical material, including correspondence, memos, reports, presentations, proposals, and confidential materials.
• Assists in planning and organizing and following through on special projects. May compile, compute, summarize, and/or analyze data for special projects.
• Composes routine and some non-routine correspondences and memoranda. Drafts correspondence for executive’s final approval.
• Plans, organizes and prioritizes special projects.
• Maintains all department files related to daily business operations, invoices, check requests, purchasing, office supplies and equipment including receiving, tracking and storage of materials.
• Tracks incoming subpoenas and service of legal documents, including service of summons and complaints, and routes timely and appropriately; serves as first point of contact for process servers; answers internal and external inquiries regarding subpoenas and service of legal documents independently, as appropriate.
• Maintains litigation files; prepares and maintains litigation and settlement tracking documents; prepares litigation-related reports as needed.
• Interfaces with outside counsel and third-party attorneys/legal staff professionally and appropriately.
• Prepares, distributes and tracks litigation hold notices, as directed.
• Processes check requests and payments.
• Utilizes electronic mail extensively for communication purposes.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
• Has regular exposure to highly confidential information & files and must strictly maintain confidentiality.
• Utilizes assistance of one or more lower level secretarial or clerical employees on a reporting or project basis.
• Has signature authority on check requisition, purchase orders, timekeeping system, petty cash, and general stores.

Basic education, experience and skills required for consideration:

• 2 years Post High School Trade, Business or Professional School.
• 5+ years 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, including Outlook, Microsoft Word, Excel and PowerPoint.

Preferred Education:

• Bachelor's degree

Skills:

• Foster / promote a positive image and professional appearance
• Work well in a multi-cultural environment and excellent interpersonal skills
• Excellent organizational skills
• Displays tact/consideration in dealing with City of Hope patients, employees, and other third-parties, including those who may require de-escalation
• Litigation secretarial skills preferred
• Answer telephones
• Heavy calendar management
• Schedule appointments and make related arrangements
• Coordinate meetings
• Coordinate travel arrangements
• Coordinate requests
• Coordinate workflow
• Establish office procedures
• Proofread/edit/format documents
• Input data into computer programs/system
• Compile data/statistics
• Compose letters / memorandums
• Handle multiple tasks simultaneously
• Access data in computer data bases
• Prepare reports and presentations
• Establish and maintain filing systems
• Monitor service of legal documents
• Intake and track litigation matters
• Intake, track and route subpoenas
• Use computer packages and software tools

Additional Information:

• As a condition of employment, City of Hope requires staff to comply with all state and federal vaccination mandates.

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.I-CG