City of Hope Executive Assistant in Irwindale, California

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.

City of Hope’s mission is to “turn hope into reality.” Focused on eliminating cancer, diabetes and other life-threatening illnesses, City of Hope has established itself as a world-class leader in transforming the future of health. Raising the philanthropic resources to fuel its leading-edge research, its exquisite and compassionate clinical care, and its advancement of biomedical education and training, is a vital component of the City of Hope model of success. Each member of the Office of Philanthropy is a stakeholder in this work, with personal accountability for his/her role in building a successful future of delivering new cures, treatments and education.

The Office of Philanthropy’s vision is to support this life-saving work by being known institutionally and nationally as a model of excellence among elite fundraising programs. Recent recruitments of nationally and internationally renowned faculty offer advancement leaders new opportunity for partnership among philanthropy, research and patient care.

To this end, we invest in our staff through the Team Activation Program (TAP) initiative. This initiative increases the effectiveness of our team through focused transparency & accountability, building trust within teams; training & development; celebrating innovation & risk taking; enhancing team communications and removing roadblocks to maximize activation. The TAP initiative ensures that the Office of Philanthropy is poised to move quickly, effectively and efficiently to maximize opportunities on behalf of City of Hope.

Position Summary

The Executive Assistant will provide administrative support as well as development support to the Vice President/Senior 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.

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.

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

  • 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.

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

  • Initiates routine and some non-routine correspondence & memoranda. Drafts correspondence for executive’s final approval.

  • Plans, organizes and prioritizes special projects, to include small and intimate donor development events as well as site visits.

  • Participates in City of Hope meetings and committees as requested.

Basic education, experience and skills required for consideration:

  • 2 years Post High School Trade, Business or Professional School.

  • 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, especially PowerPoint.

Preferred education experience and skills:

  • Bachelor’s Degree.

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: Philanthropy

Title: Executive Assistant

Location: California-Irwindale

Requisition ID: 10000366