Executive Assistant to VP/Officer

Job ID
22878
Type
Regular Full-Time
Location
US-WA-Seattle
Category
Administrative Support

Overview

Fred Hutchinson Cancer Center is an independent, nonprofit, unified adult cancer care and research center that is clinically integrated with UW Medicine, a world leader in clinical care, research and learning. The first National Cancer Institute-designated cancer center in the Pacific Northwest, Fred Hutch’s global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy, and COVID-19 vaccines has confirmed our reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. Based in Seattle, Fred Hutch operates eight clinical care sites that provide medical oncology, infusion, radiation, proton therapy, and related services, and network affiliations with hospitals in five states. Together, our fully integrated research and clinical care teams seek to discover new cures for the world’s deadliest diseases and make life beyond cancer a reality.

 

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 Executive Assistant to VP/Officer will provide executive administrative management support for the President & Director, Thomas J. Lynch Jr., MD and Deputy Director of Scientific Initiatives and Executive Vice President, Bruce Clurman, MD, Ph.D. 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 both independently and collaboratively in a dynamic team. The responsibilities associated with this role require discretion and sound judgment due to the confidential and high-profile nature of the projects and information involved. 

 

This role reports to the Executive Manager, Director’s Office, with a dotted line to the President & Director and Deputy Director/Executive Vice President. This is an in-person, on-campus position.

Responsibilities

Executive Support – 60%

  • Provide organizational and comprehensive administrative support to the President & Director and Deputy Director of Scientific Initiatives, including, but not limited to: supporting day to day schedule preparation, composing executive documents, reports and presentations; travel coordination and itinerary development; and support their participation in internal and external speaking engagements.
  • Proactively manage complex calendars. Prioritizing and triaging incoming requests, according to their respective strategic priorities
  • Serve as the liaison for the Director's Office, the President & Director and the Deputy Director of Scientific Initiatives and collaborate with executives, scientific and administrative leaders, faculty, and other key stakeholders to ensure the Deputy Directors' needs and expectations are conveyed, understood, and put into action.
  • Develop an understanding of high-level organizational structure and strategy to effectively support the Deputy Directors’ involvement in ongoing institutional efforts
  • Support annual conflict of the interest disclosure process for the President & Director and Deputy Director, including facilitation of prior approval requests for any prospective outside activities.
  • Support executives’ ProCard reconciliation, annual membership renewals, membership registrations.
  • Work with the Executive Manager on annual budget development with regards to executives’ needs
  • Support executive HR functions, including executive recruitment, Workday actions, effort certification and required training modules.
  • Maintain CV and electronic bibliography on behalf of the President & Director
  • Provide other operational and administrative support as needed 

Director’s Office Administrative Support – 20%

  • Facilitate faculty requisitions and offer letters for review and approval from the President & Director and Deputy Director
  • Facilitate requests for institutional support on grant and award applications for review and approval from the President & Director
  • Provide office coverage during Directors Office Suite operating hours, M – F, 8AM – 4:30PM 

Event & Project Management – 20%

  • Support logistics for Director's Office reoccurring and non-recurring events from start to finish. Logistics include, but are not limited to: securing venues or virtual platforms, securing a production team, organizing catering, coordinating AV, and drafting and finalizing materials (memos, briefings, presentations, reports, surveys/evaluations).
  • Support and manage projects within the Director’s Office and other programs as assigned. This includes items like developing project timelines and coordinating the project management activities, resources, equipment and information.

Qualifications

Minimum Requirements:

  • Bachelor's degree or equivalent experience required.
  • 5+ years’ progressively complex administrative support experience required.
  • Proficiency in MS Office with expertise in Microsoft Word, PowerPoint, and Excel.
  • Excellent independent decision making, judgement and organization skills.
  • Excellent written and verbal communication skills.
  • Superior diplomatic and interactive skills with a wide variety of audiences, including the ability to negotiate requests and deadlines, and maintain confidentiality.
  • Ability to work closely with the executives to identify and balance priorities, requirements, areas of need, as well as messaging to others inside and outside of the Director’s Office.
  • Comfort in learning new technologies as to become proficient in desktop systems/internal software necessary to successfully perform assigned tasks. May be asked to become departmental “expert” and/or “trainer” in specified software platforms.
  • Ability to be flexible and problem-solver.
  • A high level of accuracy and attention to detail.
  • Comfortable operating in a fast paced and dynamic environment.
  • The ability to juggle multiple critical requests and priorities, autonomously and effectively.

 

Preferred Qualifications, Characteristics & Attributes:

  • Experience working in an academic or research setting.
  • Experience supporting executive level positions.
  • Comfort functioning in a role that requires a high degree of flexibility with the ability to independently interpret policies and solve non-routine, complex issues under minimal supervision (balanced with willingness to request clarification/assistance when difficulties arise).
  • A “Self-starter” mindset that takes initiative to continuously improve processes for ongoing effectiveness of the department and organization as a whole.
  • Provide support to the team with various projects which will require ability to manage multiple, concurrent tasks with the highest levels of professionalism, confidentiality, timely turn-around and client service.
  • Willingness and ability to guide/mentor junior administrative staff.
  • Strong communication skills, verbal and written.

 

Fred Hutch has a mandatory COVID-19 vaccine requirement, with exceptions only for approved medical or religious accommodations.
As a condition of employment, newly hired employees must provide proof of vaccination or initiate the accommodations process before their first day of employment.

 

A statement describing your commitment and contributions toward greater diversity, equity, inclusion, and antiracism in your career or that will be made through your 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 Employee Services Center at hrops@fredhutch.org or by calling 206-667-4700.

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