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Executive Assistant to Vice President, Philanthropy

Executive Assistant to Vice President, Philanthropy

Job ID 
11208
Type 
Regular Full-Time
Company 
Fred Hutchinson Cancer Research Center
Location 
US-WA-Seattle
Category 
Philanthropy and Fundraising

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 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, Philanthropy, and represents the Philanthropy office in interactions both internally and externally. In this role, the Executive Assistant will provide comprehensive administrative support to the Vice President, Philanthropy including agendas, presentations, meeting materials, preparation of correspondence, 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 Philanthropy 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, proactively ask questions, execute core responsibilities collaboratively, and work well within a complex organization. Must maintain professionalism, show flexibility, handle multiple tasks and changing priorities, be customer service oriented, have a strong attention to detail, and remain composed under pressure of deadlines. The Executive Assistant must be able to effectively communicate the mission, values, and scope of the institution.

Responsibilities

  • Manage the Vice President, Philanthropy’s calendar by proactively looking ahead and anticipating needs – such as agendas, PowerPoint presentations, or handouts – well in advance
  • Manage forwarded emails, taking responsibility for triaging priorities and responding directly in writing, in person, and by phone
  • Routinely record Vice President’s donor interactions and conversations via action entry in Raiser’s Edge database
  • Assist the Vice President in preparing for and participating in meetings, coordinating the preparation of pre-reads, and producing/providing follow-up materials as requested
  • Provide logistical support for Vice President driven meetings and events
  • Serve as Philanthropy Department liaison to Hutch administrative and scientific leadership, as well as their support teams, supporting Hutch priorities and philanthropic goals
  • Serve as Philanthropy Department liaison for the Board of Trustees, affiliated institutions, and outside organizations
  • Internal communication, including written communications to directors, managers, and all staff
  • Develop and administer procedures related to Philanthropy operations
  • Coordinate the production and distribution of special and recurring reports and agendas
  • Manage travel arrangements and itineraries
  • Team support, including customer service, training, and project support
  • Other duties as required

Qualifications

Summary of Experience

  • BA/BS or relevant equivalent experience required
  • Minimum of five years administrative or equivalent experience required 
  • Campaign experience desired
  • Advanced proficiency in Microsoft Office Suite required
  • Experience with Raiser’s Edge preferred

Required Knowledge, Skills and Abilities

  • Ability to work with executives and members of the community with poise and confidence
  • Ability to multi-task, work independently, prioritize effectively, plan ahead, problem-solve and meet goals in a deadline driven environment
  • Highly flexible and able to change focus easily
  • 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
  • Willing to ask for direction or ask questions if given unclear projects or tasks
  • Ability to handle confidential and sensitive information
  • Ability to build relationships and work in a team environment
  • Solid background in planning travel, meeting agendas

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.