Sr. Administrative Assistant

City of Hope•Irvine, CA

2d•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

Nice To Haves

Bachelor’s degree preferred.
3-5 years of prior experience in administration (executive level) or academic institution helpful.

Responsibilities

Organizes & expedites flow of work through administrator’s office; initiating follow up action as appropriate.
Resolves routine and some complex inquiries and fulfills requests from internal & external business contacts using knowledge of division/department & organization policies & procedures.
Formats, types & edits a variety of complex or technical material, including correspondence, memos, reports, presentations and confidential material
Maintains calendar; Schedules appointments & meetings; coordinates meetings & agenda materials. Makes arrangements for meetings/ conferences/travel for department personnel
Prepares & distributes minutes of meetings
Prepares all travel, lodging and conference registration for Chair/Director. Initiates all business-related expense reimbursements for Chair/Director including membership dues renewals; travel reimbursement. Maintains detailed accounting of all expenses.