Returning Candidate?

Executive Assistant to VP, Research Administration

Executive Assistant to VP, Research Administration

Job ID 
10501
Type 
Regular Full-Time
Company 
Fred Hutchinson Cancer Research Center
Location 
US-WA-Seattle
Category 
Administrative Support

More information about this job

Overview

Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer, HIV/AIDS and other life-threatening diseases. Fred Hutch’s pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation’s first and largest cancer prevention research program, as well as the clinical coordinating center of the Women’s Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.

 

The Executive Assistant supports Fred Hutch’s Vice President, Research Administration and represents the Research Administration office in interactions both internally and externally. In this role, the Executive Assistant will provide comprehensive administrative support to the Vice President, Research Administration including preparation of correspondence, agendas, presentations and reports. The Executive Assistant will support the Vice President with calendaring, call and email management, travel planning, meeting planning and special projects. An essential member of the Research Administration staff, the Executive Assistant will anticipate needs, clear obstacles, and identify opportunities to take ownership of tasks and projects. The Executive Assistant is expected to take initiative, execute core responsibilities collaboratively and work well within a complex organization. Must maintain professionalism, show flexibility, be customer service oriented, have a strong attention to detail, and handle multiple tasks and changing priorities.

Responsibilities

Responsibilities and essential job functions include but are not limited to the following:

  • Manage the Vice President, Research Administration’s calendar and forwarded emails, taking responsibility for triaging priorities and responding directly in writing and by phone
  • Manage travel arrangements and itineraries
  • Serve as Research Administration Department liaison, representing the department to other Fred Hutch departments, Board of Trustees, affiliated institutions and outside organizations
  • Internal communication, including written communications to directors, managers, and all staff
  • Help plan and attend meetings; take detailed notes and produce meeting minutes as requested
  • Assist the Vice President in preparing for and participating in meetings, coordinating the preparation of materials and organizing follow-up as requested
  • Track and manage timelines for projects and deliverables
  • Track and reconcile expenses
  • Perform other duties as required

Qualifications

Summary of Experience

  • BA/BS or relevant equivalent experience required
  • Minimum of five years administrative or equivalent experience required 
  • Advanced proficiency in Microsoft Office Suite required
  • Experience working with/knowledge of the complexities of research and academic institutions is preferred

Required Knowledge, Skills and Abilities

  • Demonstrated success providing support at the executive level
  • Ability to multi-task, work independently, prioritize effectively, plan ahead, problem-solve and meet goals in a deadline driven environment
  • Ability to communicate clearly and concisely, both orally and in writing
  • Highly developed organization and information management skills required
  • Strong attention to high level of detail and quality of work; strong follow through
  • Strong writing skills required
  • Ability to deliver excellent customer service
  • Ability to handle confidential and sensitive information
  • Ability to build relationships and work in a team environment

SUBMISSION OF A COVER LETTER IS STRONGLY PREFERRED

Our Commitment to Diversity

We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We are proud to be an Equal Opportunity and VEVRAA Employer. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability, marital or veteran status, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and 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 our Employee Services Center at escmail@fredhutch.org or by calling 206-667-4700.