• Executive Assistant to Center Director's Office

    Job ID
    14658
    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 President and Director’s Office provides strategic scientific leadership, administrative direction, and oversight of critical infrastructure necessary to make the elimination of cancer and related diseases possible.

     

    This role facilitates events, projects, and initiatives assigned by the Director’s Office and provides executive administrative management support for the Deputy Director and Executive Vice President, Fredrick Appelbaum, MD. The role interacts closely with the Director’s Office executives and staff, Senior Vice Presidents, Vice Presidents, faculty, and other internal and external partners. This role requires the ability to operate independently and with discretion and sound judgment due to the nature of the projects and information involved. This role reports to the Senior Project Manager, Director’s Office, with a dotted line to the Deputy Director and Executive Vice President.

    Responsibilities

    Event & Project Management – 40%

    • Lead, manage, and collaborate as needed on Director’s Office reoccurring events or meetings, special events, and sponsored events or seminars. This includes arranging venues, catering, audio-visual, drafting supporting agendas, emails, and memos, briefings, presentations, surveys/evaluations, and coordinate and plan events from start to finish according to requirements, target audience, and objectives. Plan menus, order food and ensure adequate staffing
    • Manage and support projects within the Director’s Office and other programs as assigned. In general, this involves coordinating the project management activities, resources, equipment and information
    • Create and manage the project timeline for fulfilling each objective
    • Maintain and organize all event and project-related artifacts and materials including but not limited to: timelines, project plans, risk and issues logs and budget
    • Proactively anticipate and manage project issues and risks
    • Act as the liaison and point of contact and communicate project status to all project participants and stakeholders
    • Coordinate complex project meetings with multiple groups, including scheduling, agenda creating, assist with materials, following up on action items/decisions, assigning tasks, and meeting facilitation as needed
    • Strategize with project lead(s) and executive sponsors

     

    Executive Support – 30%

    • Serves as the liaison for the deputy director and collaborates with executives, scientific and administrative leaders, faculty, and other key stakeholders to ensure the deputy director’s needs and expectations are conveyed, understood, and agreed upon and needs and/or concerns are conveyed from executives and other leaders to the deputy director
    • Provide high-level organizational support to the deputy director including, but not limited to, all calendar scheduling, preparation of materials as assigned, travel and conference planning/coordination, expense reporting needs, and management of meetings
    • Build and maintain an understanding of all organizational functions to effectively support the execution of deputy director initiatives and
    • Triage all incoming requests and make time management decisions on behalf of the deputy director to ensure meeting requests align with time management
    • Proactively manage a complex calendar with the utmost attention to accuracy and coordinate and support meetings originating from the deputy director. Schedule and staff meetings involving the deputy director, 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 director’s instructions
    • Prepare executive for internal and external appearances and speaking engagements, including reviewing briefing documents, agendas, emails, memos, presentations, and reports. Ensure that all corresponding office files are maintained
    • Facilitate annual conflict of the interest disclosure process for the deputy director, including project-specific-disclosure-forms and disclosures for external institutions on an as-needed basis
    • In conjunction with the deputy director, manage all aspects of faculty recruitment visits for the hematologic malignancies program within the Clinical Research Division
    • Assist with grant applications and renewals, assisting with the writing of portions of applications as required
    • Coordinate the submission of articles and manuscripts for publication, ensuring all necessary elements are present and creating a bibliography as required
    • Maintain CV and electronic bibliography on behalf of the deputy director
    • Oversee acquisition, maintenance, storage, and supply of deputy director’s technology, equipment, supplies
    • Provide other operational and administrative support assigned

     

    Board Relations Support – 20%

    • Work with the Board Relations Manager, and where appropriate other staff in the DO, to support Board and Board committee meetings, including meeting/event planning and implementation. The specific tasks will be assigned and reviewed periodically among the Board Relations Manager, the Senior Project Manager, Director’s Office and this role.

     

    Office of the President and Director – 10%

    • Provide back-up project and administrative support for the President & Director, Executive Vice President & Chief Operating Officer, and Deputy Directors
    • Work as a part of a team to facilitate open communication and balance needed support in an efficient, agile work environment for the members of leadership in the President & Director’s office.

     

    *All time allocations are estimates only

    Qualifications

    Minimum qualifications:

    • Bachelor’s degree and a minimum of three years of progressively complex administrative experience, advanced project management, event planning, or communications experience or equivalent experience required
    • Demonstrated expertise related to management and handling of highly confidential information and ensuring that information is maintained in a confidential manner
    • Demonstrated experience and philosophy relative to working in a collaborative environment, serving the needs of the deputy director and critical administrative staff
    • Advanced experience using SharePoint and Adobe software
    • Superior experience with Microsoft Outlook, Word, Excel, PowerPoint, and Teams
    • Excellent written and verbal communication skills, organizational skills, and multi-tasking abilities
    • Must have the ability to work independently and take the initiative in an agile environment
    • Must exhibit excellent dependability and flexibility in dealing with changing priorities.

    Preferred qualifications:

    • Master’s degree in Business, Health Care Administration, Communications or a related field
    • Experience in research, clinical, or academic setting is ideal
    • Senior or executive level management experience
    • understanding of board governance, non-profit finance, and government grants

     

    COVER LETTER: Please submit a cover letter with your resume and application to be considered for this position.

    Our Commitment to Diversity

    We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. 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 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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