Performs advanced, diversified, confidential and highly responsible professional administrative services in support of an Executive Officer. Work assignments are complex in nature where considerable judgment, independence, 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.
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.
Uses judgment in handling telephone calls & appointment requests for executive; routes to others as appropriate.
Schedules & maintains a busy calendar of appointments, meetings & travel itineraries. Coordinates related arrangements.
Assists executive in maintaining & keeping scheduled appointments, meetings, etc.
Independently coordinates meetings, including preparation and distribution of materials. Distributes minutes of meetings. Initiates follow-up on items discussed in meetings.
Prioritizes incoming mail. Gathers background information for executive to reply to issues posed in correspondence and other queries. Routes & answers all correspondence not requiring executive’s attention.
Initiates routine and some non-routine correspondence & memoranda. Drafts correspondence for executive’s final approval.
Reviews requests for executive's approval requiring extensive knowledge of COH policies and procedures.
Compiles, computes, summarizes & analyzes data for special reports.
Plans, organizes and prioritizes special projects.
Takes and transcribes dictation of a complex and confidential nature.
Has regular exposure to highly confidential information & files.
Utilizes assistance of one or more lower level secretarial or clerical employees on a reporting or project basis.
Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.
Performs other related duties as assigned or requested.
Minimum Education and Skills Required for Consideration :
• 2 years Post High School Trade, Business or Professional School. Prefer Bachelor's degree.
• 5 years 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.
• Maintain an orderly work area. Work well as part of a team in the office.
• Excellent organizational skills
• Displays tact/consideration in dealing with City of Hope patients and employees; and sensitivity to intercultural relations. Fosters/promotes a positive image and professional appearance.