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City
of Hope, an innovative biomedical research, treatment and educational
institution with over 6,000 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:Manages
all phases of the administrative support operations, including a variety of
special projects for the office of the President. Provides administrative
support to the President for the day-today operations. Contributes to the planning, development and
implementation of projects, performs advanced, diversified, confidential and
highly responsible professional administrative duties. Work assignments are complex in nature where
considerable judgment, tact, creativity & initiative are required in meeting
deadlines, resolving problems, handling calls from VIPs, board members,
business associates, patients and employees.
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.KeyResponsibilities include:
Usesdiscretionary initiative and judgment in handling sensitive & confidentialdetails, establishing priorities and resolving problems relating to day-to-dayoperations & administrative details. Handles confidential business mattersand maintains smooth operation of office when President is unavailable.
Servesas liaison between internal/external executives, managers, patients, visitors,board members, donors, “Special Interest” patients, assist them in researchingand fulfilling information requests and/or issues.
Resolvesroutine and complex inquiries and problems requiring in-depth knowledge ofcompany policies, procedures & projects in progress.
Usesjudgment in handling telephone calls & appointment requests for executive;handles and/or routes to others as appropriate.
Managesaccess to the President. Schedules, maintains and modifies calendar ofappointments for a variety of offsite board meetings, special event/meetingrequests, agendas, briefings & speaking points (speaking engagements),travel itineraries (US, international).Coordinates related arrangements.
Assistsexecutive in maintaining & keeping scheduled appointments, special events& meetings, etc.
Assumes major administrative support responsibilityand initiative to prepare materials for meetings; attends meetings, draftscorrespondence and monitors and follows through on unresolved issues. Prepares& distributes minutes of meetings.
Initiates routine and some non-routinecorrespondence & memoranda. On anon-going basis handles large amount of correspondence related to acknowledgmentof special events, spirit of life celebrations, fundraising events, VIP meetings,patient complaints and/or commendations, ensures these letters are in finalformat and mailed in a timely manner. Handles year end distributions, holidaycards, and annual reports. Drafts other correspondence for executive’s finalapproval.
Takes initiative to route, answer and prepare all correspondencenot requiring executive’s attention.
Takes initiative in handling “Special Interest”patient requests regarding urgent medical needs and second opinions.
Coordinates a wide variety of projects and followsthrough with executives and high-level officials within and outside of theorganization.
Researches, gathers and oversees the planning andorganizing in compiling data for presentations, agendas, itineraries, computes,summarizes & analyzes data for executive retreats and/or special projects,reports for internal or external boards the President / Physician in Chiefchairs.
Develops annual calendar with a schedule of weekly,monthly, quarterly meeting with board members, donors and VIPs.
Has regular exposure to highly confidentialinformation, a variety of files/data, including patient records.
Manages office staff (secretarial/clerical),delegates assignments and supervises all work assuring the highest qualitystandards.
Coordinates and assembles confidentialdocumentation. Ensures completeness and accuracy of the documentation. Maintains confidential files, coordinates andmonitors distribution of highly confidential materials.
Maintains performance improvement and attendancereports for administrative staff.
Maintains expense reports for administration.
Basiceducation, experience and skills required for consideration:
Bachelor’sdegree. Experience may substitute forminimum education requirement.
7-10 years of experience inadministrative support position in an executive level. Possesses high level of executive/secretarialskills & versatility in use of PCs and related office software.
Excellent human relations skills.
Ability to be resourceful, gatherinformation, problem solving and see opportunities for improvement.
Excellent written/verbalcommunication and organizational skills.
Maintain a highly professional workarea.
Must work well as part of anexecutive team.
Excellent written/organizationalskills.
Ability to deal with diverse groupsof individuals and situations with a high degree of tact and diplomacy.
Sensitivity to interculturalrelations.
Foster/promote a positive image witha highly professional appearance.
Access data in computer data bases.
Answer telephones.
Compile data/statistics.
Compose letters and memoranda.
Coordinate requests.
Coordinate meetings.
Coordinate travel arrangements.
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.Job: Support ServicesTitle: Assistant to the President - OCLocation: California-OrangeRequisition ID: 10004807
Vacancy expired!