• Executive Assistant to VP/Officer

    Job ID
    14700
    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.

     

    Looking to work on a fun team, have work-life balance, and plan team events? Come and join us at Fred Hutch! The Executive Assistant supports the Chief Information Officer and represents the Information Technology department. In this role, the Executive Assistant will provide comprehensive calendar management, triage incoming requests and correspondence, meeting support and execute on special projects. An essential member of the Center IT (CIT) 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. The Executive Assistance 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.

    Responsibilities

    • Manage constantly changing executive calendar for Vice President of IT & Chief Information Officer by proactively anticipating needs while proactively looking ahead and anticipating needs – such as agendas, PowerPoint creation, creating or printing handouts
    • Event Planning: Partners with IT team members in scheduling, planning, setting up IT leadership events and IT department-wide teambuilding events
    • Complete multiple monthly credit card reconciliations, event and travel expenses
    • Assist in the onboarding of new IT staff and maintain IT organizational chart accordingly including walking deck and other pertinent leadership artifacts
    • Provide thorough and detail-oriented planning and support to executive-level meetings and special events including logistics, materials, presentations, taking minutes and follow-up on action items
    • Manage relationships and partnerships with leadership team, other executive assistants, high-level donors (if applicable), board members and key contacts, ensuring timely follow-up and scheduling
    • Internal communication, including written communications to executives, directors, managers, and all staff, in some cases create drafts emails to be send to staff
    • Manage travel arrangements and itineraries
    • Active member within the IT administrative team, including customer service, training, project and back-up support
    • Manage forwarded emails, taking responsibility for triaging priorities and responding directly in writing, in person, and by phone
    • Lead, develop and work with team members on special projects, as requested
    • Other duties as required

    Qualifications

    • Bachelors degree preferred or minimum of equivalent executive administrative experience required
    • 10+ years progressively complex administrative work supporting a Vice President or C-level executive
    • Advanced proficiency in Microsoft Office Suite in both PC and Mac platforms
    • Must be organized, detail-oriented and have experience in event and project coordination
    • Able to professionally triage and troubleshoot while using independent judgement
    • Demonstrated ability to work in a team environment and met goals in a timely manner
    • Experience scheduling on the executive-level
    • Prior work experience in Information Technology preferred
    • 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
    • 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 with professionalism
    • Ability to build relationships and work in a team environment
    • Solid background in planning travel, meeting agendas

    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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