Sr. Administrative Assistant - On-site (OC)

City of Hope•Irvine, CA

23h•Onsite

About The Position

Performs full advanced clerical, administrative, and general office duties. Typically reports to a position responsible for a major function. Business contacts include persons at all levels within the organization, industry, and community. Manages complex calendars, schedules meeting and appointments for senior management. Gathers data, summarizes and develops custom reports. Works independently with minimal supervision and requiring no instructions on routine work and limited instructions on new assignments. Requires thorough knowledge of company policy, organization, personnel and services.

Requirements

2 years post high school trade, business or professional school Bachelor’s degree preferred. Experience may substitute for minimum education requirements.
3-5 years of prior related experience.
Proficiency in Microsoft Outlook, Word, PowerPoint, Excel, Teams.

Nice To Haves

Healthcare and surgery background preferred.

Responsibilities

Organize & expedite flow of work through administrator’s office; initiating follow up action as appropriate.
Resolve routine and some complex inquiries and fulfill requests from internal & external business contacts using knowledge of division/department & organization policies & procedures.
Format, type & edit a variety of complex or technical material, including correspondence, memos, reports, presentations and confidential material
Maintain calendar; Schedule appointments & meetings; coordinate meetings & agenda materials. Make arrangements for meetings/conferences/travel for department personnel.
Prepare & distributes minutes of meetings.
Prepare all travel, lodging and conference registration for department leaders. Initiate all business-related expense reimbursements including membership due renewals; travel reimbursement. Maintain detailed accounting of all expenses.
Establish, maintain & have frequent access to confidential files, logs & records
Assist in planning & organizing special projects
May utilize assistance of lower level secretarial or clerical employees on a project basis