Sr. Executive Assistant

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 6000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation's leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary:

The Senior Executive Assistant will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office. This role is responsible for handling details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. In this position you will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines and organize and maintain effective administrative processes. In addition you will be responsible for coordinating and preparing presentations, reports, and correspondence.

Key Responsibilities include:

• Uses discretionary initiative and judgment in handling sensitive & confidential details, establishing priorities and resolving problems relating to day to day operations & administrative details.
• Serves as a liaison between executives, managers & visitors as required. Researches and fulfills information requests from internal & external business contacts.
• Resolves routine and complex inquiries and problems requiring in-depth knowledge of organizational, divisional and departmental policies, procedures & projects in progress.
• Uses judgment in handling telephone calls & appointment requests for executive; routes to others as appropriate.
• Schedules & maintains calendar of appointments, meetings & travel itineraries. Coordinates related arrangements.
• Assists executive in maintaining & keeping scheduled appointments, meetings, etc.
• Independently prepares & distributes minutes of meetings. Initiates follow-up on items discussed in meetings.
• Opens, reads and prioritizes 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.
• Initiates routine and some non-routine correspondence & memoranda. Drafts correspondence for executive's final approval.
• Compiles, computes, summarizes & analyzes data for special reports.
• Plans, organizes and prioritizes special projects.
• Takes and transcribes dictation of a complex and confidential nature.
• Has regular exposure to highly confidential information & files.
• Utilizes assistance of one or more lower level secretarial or clerical employees on a reporting or project basis.

Basic education, experience and skills required for consideration:

• Bachelor's degree preferred.
• Experience may substitute for minimum education requirements.
• 5 + years of 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.

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.

• Posting Date: Oct 18, 2021
• Job Field: Business Services
• Employee Status: Regular
• Shift: Day Job