Administrative Assistant

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.

• Front Desk and Communication: Answer and route phone calls/visitors, provide routine information, manage messages, coordinate team communication via phone, email, paging, and meetings.
• Administrative and Document Support: Compose, format, edit, and transcribe correspondence, technical/clinical materials, memos, minutes, and reports; manage agendas and meeting documentation.
• Scheduling and Coordination: Schedule appointments, meetings, design sessions, trainings, and patient clinic visits; coordinate travel arrangements and external visitors (vendors, interviewees, guests).
• Office and Supply Management: Maintain office organization, manage equipment, inventory and order supplies, track deliveries, and oversee printing and stationery needs.
• Data, Reporting and Budget Tracking: Prepare internal reports, collect/verify data, coordinate data analysis and presentations, process invoices/budget requests, and track expenses, tasks, resources, and budgets.
• Employee and Workspace Support: Handle onboarding, workspace allocation (furniture, ergonomics, location), monitor attendance/time‑off records, and process requests for software/security access.
• Patient Support: Manage patient calls, scheduling, refill requests, medical record requests, and direct patients to appropriate services or providers.
• Special Projects and Confidential Records: Assist with planning/organizing special projects, maintain confidential files, resolve inquiries using departmental knowledge, and ensure smooth workflow for administrators.

Your qualifications should include:

• 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.

• Experience working in a healthcare or academic research setting.

City of Hope employees pay is based on the following criteria: work experience, qualifications, and work location.

City of Hope is an equal opportunity employer.

To learn more about our Comprehensive Benefits, please .