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.

The Administrative Assistant will work independently with minimal supervision to provide diversified, advanced, and confidential secretarial and administrative support to the Vice President/Scientific Director of the Henderson Biorepository. This role includes managing complex calendars, scheduling meetings and appointments, and relieving the Vice President/Scientific Director of routine administrative tasks to ensure efficient operation. The Administrative Assistant will also establish and maintain professional business contacts across various levels within the organization, industry, and community, while screening visitors and phone calls with discretion and sound judgment. Additionally, this individual will prioritize and organize workload effectively, using initiative to meet established priorities and deadlines. A thorough knowledge of the company’s policies, organization, personnel, and services is essential to provide efficient support and communication. The role requires handling confidential information with the highest degree of professionalism and confidentiality, acting as a liaison for internal and external stakeholders, and ensuring smooth day-to-day operations for senior management. The ideal candidate will have excellent organizational, communication, and interpersonal skills, along with the ability to manage multiple tasks in a fast-paced environment.

As a successful candidate, you will:

• Maintains VP’s daily appointment calendar. Arranges appointments and meetings under the VP’s direction; coordinates details and materials related to these meetings and communicates this to participants. May take and prepare minutes for meetings as needed.
• Resolves routine and some complex inquiries and fulfills requests from internal & external business contacts using knowledge of division/department & organization policies & procedures.
• Edits, Formats and types a variety of complex or technical material, including correspondence, memos, reports, presentations and confidential material
• Assists VP in his/her institutional commitments by anticipating and coordinating the necessary materials needed for annual faculty appraisals, promotions & appointments, meetings, seminars, and keeps VP informed of these events.
• Maintains calendar of department faculty meetings, informs faculty and staff of meeting schedule. Prepares and distributes the agenda and takes minutes for these meetings.
• Prepares all travel, lodging and conference registration for VP. Initiates all business-related expense reimbursements for VP including membership dues renewals; travel reimbursement. Maintains detailed accounting of all expenses.
• Assists in preparation/submission of grant applications, documents, and online forms. Compiles information and prepares routine, confidential and special reports.
• Assist VP by organizing the documents related to his/her commitments as a reviewer. Keeps him/her informed of reviewer deadlines.
• Assists with coordination of visits including vendor, recruitment of candidates and collaborative visits for the mission of the Henderson Biorepository.
• Assists VP in composing general business correspondence and slide presentations.
• Assists in planning & organizing special projects.
• May train and direct clerical staff. Serves as back-up to department administrative support staff as needed.
• May utilize assistance of lower level secretarial or clerical employees on a project basis

Your qualifications should include:

• Proactive Problem-Solver: You take the initiative to anticipate needs and act without waiting for direction, ensuring things get done before they're asked.
• Reliable Follow-Through: You hold yourself accountable, ensuring tasks are completed on time and staying on top of progress to meet deadlines.
• Decisive Action-Taker: You confidently make informed decisions and take responsibility for your actions, always focused on achieving results.
• Critical Thinker: You bring fresh ideas and solutions to the table by analyzing complex situations and thinking independently.
• Collaborative Team Player: You actively engage with your team, contributing ideas and working together to drive success.
• Strategic Advisor: You offer valuable suggestions to improve executive meetings, event planning, and logistics, helping the VP stay organized and on track.
• Guardians of Confidentiality: You handle sensitive information with the utmost discretion, understanding the importance of maintaining trust.

Minimum Education:

• 2 years post high school trade, business or professional school Bachelor’s degree preferred.
• Experience may substitute for minimum education requirements.

Minimum Experience:

• 2-4 years of prior experience

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 commitment to diversity, equity, and inclusion, please click here.

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