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Executive Assistant more...
Location:Duarte, CA
Company:City of Hope
First posted:April 19, 2017

Requisition ID: 9550

Job Title: Executive Assistant

Shift:  Full Time | Days

Department: PS Medical Oncology

Location: Duarte, CA

Position Summary:

The Executive Assistant will provide administrative support as well as development support to the Vice President and their team.  Administrative support responsibilities include: calendar support, handling a large volume of mail discriminately, assisting with the preparation, research and gathering of materials and information for meetings, briefings and events, and drafting, editing, and proofreading correspondence, briefings and reports for City of Hope Leadership. Incumbent will be proficient in AccessHope, and file contact reports, run reports and enter pertinent information in to the system, including plans, interactions and activities.

Incumbent will provide complex event management support for small, private lunches and dinners for high level donors as well as large scale receptions. Fiscal support requires gathering fiscal data, assisting in preparing budgets, and monitoring budgets for discrepancies. The incumbent will also create and maintain department contracts, purchase orders, reimbursements, travel and other expenses records as assigned. The incumbent is also responsible for project support in a wide range of areas including resource administration, strategic planning, constituent engagement and general administration management issues. As requested, manage special projects of a highly confidential and sensitive nature. Incumbent will interact with all levels of the organization, including executive administration and other offices of development throughout Philanthropy. Incumbent will be responsible for independent problem solving and performing duties with high quality service, utmost courtesy and confidentiality, using a group-process approach to accomplishing work. 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.

Position Qualifications:

Minimum Education: 2 years Post High School Trade, Business or Professional School

Minimum Experience: 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.      

Preferred Education: Bachelor's Degree           

Skills/Abilities: Excellent verbal communication and telephone skills. Excellent written communication skills. Excellent organizational skills. Displays tact/consideration in dealing with City of Hope patients and employees. Sensitivity to intercultural relations. Foster/promote a positive image and professional appearance. Maintain an orderly work area. Work well as part of a team in the office. Access data in computer data bases. Answer telephones. Compile data/statistics. Compose letters and memoranda. Coordinate requests. Coordinate meetings. Coordinate requests. Coordinate travel arrangements. Establish and maintain filing systems. Input data into computer programs. Prepare reports. Proofread documents. Schedule appointments. Transcribe dictation. Use computer packages. Use word-processing software      

Software: Word-processing, required. Windows, required

Machines/Equipment: Audiovisual equipment. Calculator. Dictaphone. Fax. Personal Computer. Photocopier. Typewriter

Working / Environmental Conditions: Subject to many interruptions. Subject to varying and unpredictable situations. Handles multiple tasks simultaneously. Frequent pressure due to multiple calls and inquiries. Frequent pressure due to deadline requirements. Requires judgment that could affect image of City of Hope. Tobacco-free campus   

Physical Demands: Light physical effort (lift/carry up to 10 lbs.). Mostly sedentary work. Occasional standing/walking/ Occasionally lifts supplies/equipment. Occasional reaching, stooping, bending, kneeling, crouching. Manual dexterity and mobility. Works at PC involving focused concentration. Extensive telephone activity. Occasionally copies lengthy material. Works at computer tasks involving hand/wrist coordination. Frequent repetitive motion     

Essential Functions:

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.

30%     Schedules & maintains calendar of appointments, meetings & travel itineraries. Coordinates related arrangements.

20%     Assists executive in maintaining & keeping scheduled appointments, meetings, briefings, etc. Compiles, computes, summarizes & analyzes data for special reports. Independently prepares & distributes minutes of meetings. Initiates follow-up on items discussed in meetings.

20%     Works in Access Hope, maintaining all aspects of donor development details; pulls needed reports for analysis

10%     Initiates routine and some non-routine correspondence & memoranda. Drafts correspondence for executive's final approval.

15%     Plans, organizes and prioritizes special projects, to include small and intimate donor development events

5%       Participates in City of Hope meetings and committees as requested.

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.

The following shared, organization-wide competencies describe the desired behaviors that will facilitate success at City of Hope:

  1. Communication - Expresses ideas clearly and constructively (written and spoken, upward and downward, one-on-one and with groups).
  2. Customer Service - Seeks to understand customer needs and works to exceed customer expectations (internal and external).
  3. Initiative - Looks for opportunities to improve performance; manages time, work, and relationships effectively and efficiently.
  4. Professionalism - Treats others with respect; abides by the institutional values; displays a positive and cooperative attitude; adheres to the workplace Code of Conduct and compliance policies.
  5. Stewardship - Identifies efficiencies to reduce redundancy and/or elimination of tasks resulting in savings of cost, resources, and or/time.
  6. Teamwork - Works proactively and collaboratively with others to streamline work and achieve mutual goals.


About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 4000 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 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

City of Hope is 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.

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