Executive Administrative Assistant

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, andtreatment facilitiesin 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.

The successful candidate:

The Executive Administrative Assistant provides advanced-level administrative support and organization to leaders at an executive(s) level to ensures the efficient and effective provision of data and information. This position organizes schedules, manages deadlines, pays close attention to details and exhibits professional customer service skills to internal and external visitors.

JOB RESPONSIBLITIES

• Assumes calendaring support which may include arranging and scheduling a variety of meetings, initiates and responds to requests for scheduled time, maintains current and accurate calendars to ensure efficient scheduling, minimizes conflicts and ensures deliverables.

• Functions as project manager as needed which may include coordination of special projects, maintains documentation and minutes, provides note taking and follow-up, initiates reminders, maintains tracking mechanisms to ensure appropriate and timely action is taken.

• Ensures Executive(s) are prepared for appointments, presentations by anticipating and gathering necessary materials for each meeting and presentation, including helping prepare presentation material, meeting agendas, etc..

• Prepares and processes expense reports relating to all travel and miscellaneous expenses, all check requests and purchase orders both accurately and timely.

• Coordinates events as needed to include meeting room reservations, preparing materials for distribution, managing any meals and assisting with communication needs.

• Plans, creates, and coordinates executive-level communications and presentations by utilizing advanced Word, PowerPoint and Excel.

• Plans, creates and coordinates executive-level communications and presentations by utilizing advanced Word, PowerPoint and Excel.

• Coordinates and schedules interviews for physician and other key candidates, and serves as the host for these candidates.

JOB QUALIFICATIONS

Experience: 3-5 years of administrative assistance experience or equivalent

Education

High school diploma/GED or equivalent working experience/knowledge

• Manage time-off approvals and timecard editing and approval for direct reports of Executive(s)

City of Hope is an equal opportunity employer. To learn more about our commitment to diversity, equity, and inclusion, please click here.

To learn more about our comprehensive benefits, click here:Benefits Information