Executive Assistant II

Job ID
18043
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.

 

At Fred Hutch, we believe that the innovation, collaboration, and rigor that result from diversity and inclusion are critical to our mission of eliminating cancer and related diseases. We seek employees who bring different and innovative ways of seeing the world and solving problems. Fred Hutch is in pursuit of becoming an antiracist organization.  We are committed to ensuring that all candidates hired share our commitment to diversity, antiracism, and inclusion.   

 


 

The Biostatistics, Bioinformatics and Epidemiology (BBE) program housed within the Vaccine and Infectious Disease Division (VIDD) at Fred Hutch is seeking a an Executive Assistant to support the Gottardo Lab and the Translational Data Science (TDS) IRC.  This position will Provide administrative support for the day-to-day activities of the Principal Investigator (PI) including but not limited to calendaring, communication, and travel. This person will work independently and is expected to take initiative and exercise sound judgment to prioritize and accomplish multiple responsibilities within a challenging and high demand work environment. This role demands a strong sense of urgency and the ability to work independently on assignments and demonstrate sound judgment. The right candidate will have a strong bias for action and the ability to think proactively and strategically. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company is imperative.

Responsibilities

This position reports to the Admin Manager of the Biostatistics, Bioinformatics, and Epidemiology Program within the Vaccine and Infectious Disease Division. The position’s primary responsibility is to support the PI (Gottardo Lab and TDS IRC) and other administrative tasks.

  • Proactively work with the PI to understand points of flexibility, level of importance, and required attendance to navigate competing priorities and commitments in calendaring, both internal and external to Fred Hutch. Manage a very complex and ever-evolving calendar. Assist in keeping to the day’s schedule through ongoing communication and notification.
  • Develop a comprehensive understanding of all materials, including mail and email, and the logistics of administrative flow for the PI’s growing lab
  • Triage phone, mail and e-mail correspondence daily. Serve as the point of contact for a diverse set of stakeholders and collaborators.
  • Work with the travel agency to make arrangements for travel, including flights, hotel, rental cars, and registration fees
  • Collect receipts, identify budget sourcing, prepare, and reconcile travel expenses and credit card statements
  • Assist with recruiting, onboarding, and offboarding activities with support from the Administrative Manager and HR
  • Coordinate space availability and set-up workstations for new employees, rotating graduate students and visitor
  • Coordinate meetings including conference rooms, meals, A/V equipment, invitations, and preparation of meeting materials
  • Attend regular program meetings, prepare and distribute agendas, and take and distribute meeting minutes
  • Format and coordinate scientific manuscript preparation with author and co-authors; arrange for submission to journals for publication
  • Maintain PI’s CV, biosketch and list of publications in EndNote. Track PMCID publication numbers as needed.
  • Prepare and provide required documents for grants and contracts proposal submissions
  • Purchase supplies, process shipping, and other duties as needed while utilizing and facilitating good communication and working relationships with existing support services within Fred Hutch
  • Participate in divisional or institutional improvement projects and problem resolution related to administration
  • Carry out special assignments and perform other responsibilities as assigned

Qualifications

Minimum qualifications:

  • Bachelor’s degree and/or equivalent executive administrative experience
  • Minimum of 5 years office and administrative experience
  • Have exceptional verbal and written communication skills and the ability to switch gears at a moment’s notice
  • Make smart and timely decisions; understand when to take ownership of a decision and when to involve other parties
  • Ability to prioritize and handle multiple assignments at any given time while maintaining commitment to deadlines
  • Able to professionally triage and troubleshoot while using independent judgement
  • Highly motivated, organized individual who is able to work effectively with minimal supervision. Must have demonstrated ability to work independently, as well as within a team, to anticipate upcoming tasks, track projects and assignments, and to take initiative, and be flexible with change.
  • Demonstrated ability to work successfully as part of a diverse team with a commitment to equity and inclusion
  • A successful candidate must have a dynamic personality and the ability to work well with ever changing priorities and needs, sometimes at the last minute. Ability to deliver excellent customer service
  • Advanced proficiency in Microsoft Office Suite
  • Willing to ask for direction or ask questions if given unclear projects or tasks, be proactive
  • Ability to handle confidential and sensitive information
  • Ability to build relationships and work in a team environment
  • Solid background in planning travel and meeting agendas
  • Comfortable with enforcing boundaries and making judgment calls with little guidance in regard to protecting the time of the very busy Principle Investigator

 

Preferred qualifications:

  • Experience scheduling at a senior management and/or executive-level
  • Experience providing support in an academic or research environment
  • An excellent sense of humor

A statement describing your commitment and contributions toward greater diversity, equity, inclusion, and anti-racism in your career or that will be made through work at Fred Hutch is requested of all finalists.

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 HR Operations at HRops@fredhutch.org or by calling 206-667-4700.

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