Executive Assistant - Directors Office

Executive Assistant, Director's Office

Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. Based in Seattle, Fred Hutch is the only National Cancer Institute-designated cancer center in Washington.

With a track record of global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy and COVID-19 vaccines, Fred Hutch has earned a reputation as one of the world's leading cancer, infectious disease and biomedical research centers. Fred Hutch operates eight clinical care sites that provide medical oncology, infusion, radiation, proton therapy and related services, and network affiliations with hospitals in five states. Together, our fully integrated research and clinical care teams seek to discover new cures to the world's deadliest diseases and make life beyond cancer a reality.

At Fred Hutch we value collaboration, compassion, determination, excellence, innovation, integrity and respect. Our mission is directly tied to the humanity, dignity and inherent value of each employee, patient, community member and supporter. Our commitment to learning across our differences and similarities make us stronger. We seek employees who bring different and innovative ways of seeing the world and solving problems.

The Executive Assistant, Director's Office will support the EVP, Academic Affairs and VP, Workforce Experience and plays a key role in enabling them to work most effectively with internal and external stakeholders and fulfill their commitments. The Executive Assistant, Director's Office is a highly resourceful, organizationally aware, adaptive, and facilitative individual with strong emotional intelligence, self-motivation, and strong analytical skills. This position has oversight of all administrative activities related to the VP, Academic Affairs and VP, Workforce Experience.

This role is an on-campus position and reports to the Executive Manager, Director's Office.

Responsibilities

Executive Support VP, Academic Affairs (45%)

• Serve as a liaison for the Director's Office to a wide spectrum of Fred Hutch employees, as well as executives and stakeholders from outside organizations.
• Build and maintain an understanding of all organizational functions to effectively support the execution of initiatives and projects and provides recommendations to the VP, Academic Affairs on actionable items.
• Triage all incoming requests and make time management decisions on behalf of the VP, Academic Affairs to ensure meeting requests align with time management priorities.
• Proactively manage a complex calendar with the utmost attention to accuracy and timeliness.
• Provide high-level organizational support to the VP, Academic Affairs including, but not limited to, all calendar scheduling, preparation of materials as assigned, travel and expense reporting and management of meetings.
• Travel and conference planning/coordination, including but not limited to itinerary management, expense reconciliation and reporting, travel arrangements, reimbursements.
• Develop and manage calendar of upcoming communication events (articles, columns, speeches, panel discussions, etc.) and prepare and facilitate work with necessary stakeholders.
• Prepare VP, Academic Affairs for internal and external appearances and/or speaking engagements. This includes drafting briefing documents, agendas, emails, memos, presentations, and reports. Ensure all corresponding office files are maintained electronically.
• Maintain inventory of critical projects in which the VP, Academic Affairs is involved in or leading, in addition to preparing statuses regularly or as needed.

Executive Support VP, Workforce Experience (45%)

• Serve as a liaison for Workforce Experience to a wide spectrum of Fred Hutch employees, as well as executives and stakeholders from outside organizations.
• Build and maintain an understanding of all organizational functions to effectively support the execution of initiatives and projects and provides recommendations to the VP, Workforce Experience on actionable items.
• Triage all incoming requests and make time management decisions on behalf of the VP, Workforce Experience to ensure meeting requests align with time management priorities.
• Proactively manage a complex calendar with the utmost attention to accuracy and timeliness.
• Provide high-level organizational support to the VP, Workforce Experience including, but not limited to, all calendar scheduling, preparation of materials as assigned, travel and expense reporting and management of meetings. Act as an administrative liaison between the ERC leaders and VP, Workforce Experience.
• Travel and conference planning/coordination, including but not limited to itinerary management, expense reconciliation and reporting, travel arrangements, reimbursements.
• Event planning and logistics coordination, including but not limited to: scheduling; venue identification and coordination; invoice processing; engaging with internal stakeholders and event managers to support content development, materials creation, and communications; etc.
• Events include an annual offsite Workforce Experience Summit, quarterly on-site speaker series, ad hoc on-site gatherings, and periodic small lunches or workshops.
• Prepare executive for internal and external appearances and/or speaking engagements. This includes drafting briefing documents, agendas, emails, memos, presentations, and reports. Ensure all corresponding office files are maintained electronically.
• Maintains inventory of critical projects in which the VP, Workforce Experience are involved in or leading, in addition to preparing statuses regularly or as needed.
• Budget management and support: Partner with VP, Workforce Experience on budget development, submission and tracking. Inform budget creation based on spending trends and track spending, including ERC budget tracking and reimbursement requests.

President Affairs Team Support (10%)

• Available for back-up daily office coverage during breaks, lunches, planned and unplanned absences. This includes answering the mainline and incoming calls for the leadership team, greeting meeting guests and visitors, triaging inquiries, and providing seamless customer service experience.
• Support Director's Office events and meetings. Activities may include researching and securing venues, catering, audio-visual, drafting supporting agendas, emails and memos, briefings, presentations, day of staffing, surveys/evaluations, and reports. Events include, but are not limited to, board meetings, monthly Town Halls, annual Faculty Retreat, and annual Conclave.
• Provide other support as needed.

Qualifications

MINIMUM QUALIFICATIONS:

• Bachelor's degree or equivalent experience required.
• 5+ years' progressively complex administrative support experience required, with at least one year providing direct support to a C-level executive.
• Proficiency in MS Office with expertise in Microsoft Word, PowerPoint, and Excel.
• Excellent independent decision making, judgement and organization skills.
• Excellent written and verbal communication skills.
• Superior diplomatic and interactive skills with a wide variety of audiences, including the ability to negotiate requests and deadlines, and maintain confidentiality.
• Ability to work closely with the executives to identify and balance priorities, requirements, areas of need, as well as messaging to others inside and outside of the Director's Office.
• Comfort in learning new technologies as to become proficient in desktop systems/internal software necessary to successfully perform assigned tasks. May be asked to become departmental "expert" and/or "trainer" in specified software platforms.
• Ability to be flexible and problem-solver.
• A high level of accuracy and attention to detail.
• Comfortable operating in a fast paced and dynamic environment.
• The ability to juggle multiple critical requests and priorities, autonomously and effectively.

PREFERRED QUALIFICATIONS:

• Experience working in an academic, research, or clinical setting.
• Experience supporting multiple executives simultaneously.
• Ability to function in a role that requires a high degree of flexibility with the ability to independently interpret policies and solve non-routine, complex issues under minimal supervision (balanced with willingness to request clarification/assistance when difficulties arise.)
• A "Self-starter" mindset that takes initiative to continuously improve processes for ongoing effectiveness of the department and organization as a whole.
• Provide support to the team with various projects which will require ability to manage multiple, concurrent tasks with the highest levels of professionalism, confidentiality, timely turn-around and client service.
• Willingness and ability to guide/mentor junior administrative staff.
• Strong communication skills, verbal and written.

The annual base salary range for this position is from $84,490 to $126,714, and pay offered will be based on experience and qualifications.

This position may be eligible for relocation assistance. Although Fred Hutch is not sponsoring most H-1B visas at this time, candidates who already hold an H-1B sponsored by another organization and are currently in the U.S. may be eligible for this position.Fred Hutchinson Cancer Center offers employees a comprehensive benefits package designed to enhance health, well-being, and financial security. Benefits include medical/vision, dental, flexible spending accounts, life, disability, retirement