Executive Assistant, Director's 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 Deputy Chief Operating Officer/Chief Strategy Officer and plays a key role in enabling them to work most effectively with internal and external stakeholders and fulfill their commitments to the Board of Trustees, Division Senior Vice Presidents (SVP's), Vice Presidents (VP's) and Administrative Leadership Team (ALT). 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 activities related to the Deputy Chief Operating Officer/Chief Strategy Officer.

This role is an on-campus position and reports to the Executive Manager, Director's Office, with a dotted line to the Deputy Chief Operating Officer/Chief Strategy Officer.

Responsibilities

Executive Support Deputy Chief Operating Officer/Chief Strategy Officer

• 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.
• Builds and maintains an understanding of all organizational functions to effectively support the execution of initiatives and projects and provides recommendations to the Deputy Chief Operating Officer/Chief Strategy Officer on actionable items.
• Serves as liaison and collaborates with executives, Director's Office Staff and all internal and external stakeholders.
• Triage all incoming requests and make time management decisions on behalf of the Deputy Chief Operating Officer/Chief Strategy Officer to ensure meeting requests align with time management priorities.
• Proactively manage a complex calendar with the utmost attention to accuracy and timeliness.
• Provides high-level organizational support to the Deputy Chief Operating Officer/Chief Strategy Officer 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.
• Manage travel and expense reporting needs of the Director's Office.
• Develops and manages calendar of upcoming communication events (articles, columns, speeches, panel discussions, etc.) and prepare and facilitate work with necessary stakeholders.
• 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.
• Coordinate and support meetings originating from the Director's Office. Schedules and staffs meetings involving the President and Vice Presidents, including logistics planning, distribution of meeting materials, creation of proposed agendas, taking minutes, and communicating outcomes, decisions, and actions to all relevant stakeholders as per Deputy Chief Operating Officer/Chief Strategy Officer.
• Working collaboratively with Marketing & Communications, Philanthropy and other departments and divisions, actively identifies and presents opportunities for the Deputy Chief Operating Officer/Chief Strategy Officer to engage with internal and external stakeholders to support organizational initiatives and promote brand recognition.
• Maintains inventory of critical projects in which the Deputy Chief Operating Officer/Chief Strategy Officer are involved in or leading, in addition to preparing statuses regularly or as needed.
• Prepare, edit, and review all materials and presentations pertaining to the Director's Office.

Director's Office Admin Management

• Provide 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. 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 $82,846 to $124,238 and pay offered will be based on experience and qualifications.

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, family life support, employee assistance program, onsite health clinic, tuition reimbursement, paid vacation (12-22 days per year), paid sick leave (12-25 days per year), paid holidays (13 days per year), paid parental leave (up to 4 weeks), and partially paid sabbatical leave (up to 6 months).

Additional Information

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to Human Resources at View email address on click.appcast.io or by calling View phone number on click.appcast.io.

Fred Hutchinson Cancer Center