Administrative Assistant

City of Hope • Duarte, CA

11d

About The Position

Join the forefront of groundbreaking research at City of Hope where we're changing lives and making a real difference in the fight against cancer, diabetes, and other life-threatening illnesses. Our dedicated and compassionate faculty and staff are driven by a common mission: Contribute to innovative approaches in predicting, preventing, and curing diseases, shaping the future of medicine through cutting-edge research.
City of Hope is seeking a proactive and detail‑oriented Administrative Assistant to join our team. In this role, you will provide intermediate to senior level support under general supervision, contributing to smooth and efficient operations. This position is ideal for someone who thrives in a dynamic environment and is committed to supporting our mission with professionalism and initiative.

Requirements

• 2 years Post High School Trade, Business or Professional School.
• Experience may substitute for minimum education requirements.
• 5 years senior level secretarial experience with prior experience in Administration.
• Proficiency in Microsoft Outlook, Word, PowerPoint, Excel, Teams.

Nice To Haves

• Experience working in a healthcare or academic research setting.

Responsibilities

• Front Desk and Communication: Answers and routes phone calls/visitors, provides routine information, manages messages, coordinates team communication via phone, email, paging, and meetings.
• Administrative and Document Support: Composes, formats, edits, and transcribes correspondence, technical/clinical materials, memos, minutes, and reports; manages agendas and meeting documentation.
• Scheduling and Coordination: Schedules appointments, meetings, design sessions, trainings, and patient clinic visits; coordinates travel arrangements and external visitors (vendors, interviewees, guests).
• Office and Supply Management: Maintains office organization, manages equipment, inventories and orders supplies, tracks deliveries, and oversees printing and stationery needs.
• Data, Reporting and Budget Tracking: Prepares internal reports, collects/verifies data, coordinates data analysis and presentations, processes invoices/budget requests, and tracks expenses, tasks, resources, and budgets.
• Employee and Workspace Support: Handles onboarding, workspace allocation (furniture, ergonomics, location), monitors attendance/time-off records, and processes requests for software/security access.
• Patient Support: Manages patient calls, scheduling, refill requests, medical record requests, and directs patients to appropriate services or providers.
• Special Projects and Confidential Records: Assists with planning/organizing special projects, maintains confidential files, resolves inquiries using departmental knowledge, and ensures smooth workflow for administrators.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed