• Executive Assistant to VP Communications & Marketing

    Job ID
    12476
    Type
    Regular Full-Time
    Company
    Fred Hutchinson Cancer Research Center
    Location
    US-WA-Seattle
    Category
    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 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 (EA) provides comprehensive support to the Vice President of Communications and Marketing (C&M), a range of support for the C&M Directors and represents the Vice President in interactions both internally and externally. An essential member of the C&M team, the Executive Assistant anticipates needs, clears obstacles and seeks opportunities to take ownership of tasks and projects.

    Responsibilities

    Administrative

     

    • Provide broad administrative support to the Vice President, including preparation of documents, spreadsheets, correspondence and presentations.
    • Manage email as requested, control calendars, triage phone requests and arrange travel.
    • Track, verify and reconcile expenses and vacation/sick time for the department.
    • Serve as a liaison between the Vice President and other executives, department heads, employees and partners. Manage confidential and sensitive information with high-level of discretion.
    • Take well-organized and accurate meeting minutes, prepare follow-up documents and distribute work from meetings with minimal oversight.  Follow up on assignments and report progress to VP.
    • Coordinate departmental resource needs, including requests for supplies, equipment and facilities support.
    • Ensure thorough and consistent onboarding of new employees and offboarding of departing employees.

    Budgeting

     

    • Establish purchase orders and process invoices for VP and Directors in collaboration with Purchasing and Accounts Payable departments.

    Event & Meeting Planning

     

    • Plan and organize department events, off-site events and meetings on behalf of the Vice President and Directors.
    • Anticipate needs and ensure that Vice President has the background information and resources needed for events and meetings.

    Project Management

     

    • Work with the Vice President and Directors on special projects and initiatives as assigned.
    • Track and manage timelines for projects and deliverables.

    Workflow

     

    • Establish, communicate and follow effective administrative processes.
    • Identify opportunities to improve processes and create efficiencies.

    Qualifications

    Who You Are

    You bring enthusiasm and a positive attitude to everything you do. You are happiest when you can “fit all the pieces of the puzzle together.” You thrive on organization and attention to detail. When you see something that needs to be done, you do it. 

     

    Experience

    • Bachelor’s degree or equivalent experience
    • 5-8 years progressively complex administrative work supporting a Vice President or C-level executive
    • Advanced knowledge of Microsoft Outlook, Excel, Word, PowerPoint and OneDrive
    • Health, academic and/or non-profit experience a plus

     

    Knowledge, Skills and Abilities  

    • Professional poise, judgment and problem-solving skills
    • Attention to detail, initiative and follow-through
    • Demonstrated ability to prioritize and manage time-sensitive tasks, projects and workflow in a fast-paced environment
    • Ability to build strong working relationships across the organization at all levels; experience hosting high-profile guests preferred
    • Experience organizing and maintaining electronic filing systems
    • Ability to work well under pressure with short deadlines
    • Naturally curious, supportive and empathetic
    • Ability to work some flex hours

    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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