• Executive Assistant II

    Job ID
    Regular Full-Time
    Fred Hutchinson Cancer Research Center
    Administrative Support
  • 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. 


    Biostatistics, Bioinformatics and Epidemiology (BBE) at Fred Hutch is seeking an Executive Assistant to provide administrative support for the day-to-day activities of the HIV/AIDS Prevention Trials Network (HPTN) Principal Investigator (PI) at the Statistical Center for HIV/AIDS Research and Prevention (SCHARP). This person will work with considerable independence and is expected to use initiative and sound judgment to properly prioritize and accomplish multiple responsibilities within a challenging and stimulating work environment.


    This position reports to the Administrative Program Manager in Biostatistics, Bioinformatics and Epidemiology (BBE)  within the Vaccine and Infectious Disease Division of Fred Hutch. BBE consists of over 35 faculty members, many of whom hold joint appointments in other Fred Hutch divisions and at the University of Washington. The position’s primary responsibility is to support the HPTN PI and other network administrative tasks at SCHARP.  


    Some responsibilities may include:

    • Maintain and manage the PI’s complex and frequently changing calendar and meeting schedule. Work with PI to understand points of flexibility, level of importance and required attendance in addressing meeting requests.  Assist PI in keeping to the day’s schedule through ongoing notification
    • Triage phone messages and e-mail correspondence on a daily basis. Facilitate communication, maintain correspondence via email, and serve as the point of contact for outside sources as well as internal sources. Assist in meeting scheduling for large internal meetings involving the PI
    • Work with travel agency to arrange travel, including flights, hotel, rental cars, and registration fees. Process all associated travel expense forms, including reimbursement for outside activities and reconciliation of PI’s corporate credit card. Ensure that travel is appropriately charged, and all Center and Program guidelines are met
    • Format and coordinate scientific manuscript preparation with author and co-authors; arrange for submission to journals for publication
    • Coordinate all activities and setup for study-related meetings including research and selection of site, hotel and conference arrangements (meals, conference rooms, A/V equipment, etc.), flights, communication with attendees and preparation of meeting materials.  Prepare schedules, travel and seminar arrangements for invited seminar speakers; schedule meetings between speaker and faculty, process travel expenditures and honorarium payments
    • Perform all report formatting for HPTN safety and final study reports
    • Assist with special projects as requested including internet research, literature research, writing and formatting documents, presentations, slides, and overheads
    • Attend regular program meetings; prepare and distribute agendas, take and distribute meeting minutes
    • Provide required documents to SCHARP fiscal staff in the preparation of grants and contracts as needed.  Maintain PI CV and biosketch on a consistent basis
    • Carry out miscellaneous special assignments and perform other responsibilities as assigned




    • Bachelor's degree (BA or BS) required
    • Minimum of five years office and computer experience in support at the senior management level
    • Must be extremely detail-oriented, have excellent verbal and written communication skills, strong organizational skills, and possess excellent judgment and professionalism
    • Knowledge of MS Office products such as Excel, Word, Outlook, and PowerPoint
    • Must have demonstrated ability to work independently as well as within a team, to anticipate upcoming tasks, and to take initiative

    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.


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