Executive Assistant to VP/Officer

Job ID
23268
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 Indigenous Initiatives Program Manager is a position within the Diversity, Equity & Inclusion (DEI) Core, a highly collaborative and strategic department that creates, guides, and executes the strategic DEI plan for the Fred Hutch Cancer Center.  The DEI Core is led by the Vice President and Chief Diversity & Inclusion Officer (VPCDIO), and currently has several other professionals engaged in DEI practice.  

 

The Executive Assistant to the Vice President and Chief Diversity & Inclusion Officer provides comprehensive calendaring management aligned with priorities and strategies, full executive administrative support for special VPCDIO meetings and senior leadership interactions, execution of critical and highly visible projects, and internal/external correspondences. The position works primarily remotely, with anticipated on-campus presence 1 or 2 days during some weeks.

Responsibilities

  • Anticipate and address the needs of the VPCDIO; coordinate with the DEI Core team as needed.
  • Coordinate with the DEI Core team to build strong relationships, support initiatives and move the work forward; and alert the VPCDIO to any concerns that could potentially impact effectiveness of the DEI Core.
  • Develop strong professional relationships across the organization and, when necessary, alert the VPCDIO to any concerns that could potentially affect the work or effectiveness of the DEI Core.
  • Provide administrative support, handling a high volume of competing administrative task requests (via multiple clients) that require professional discernment on appropriate urgency/prioritization to complete.
  • Provide extensive calendar support, requiring prioritization of multiple calendars with effective communication across various stakeholders throughout the organization. Provide daily/weekly itinerary of meetings and activities, and support appropriate preparation needs.
  • Organize and attend key meetings as needed, representing the VPCDIO and the DEI Core in a highly professional manner and reflecting the values and principles of the VPCDIO, the DEI Core and the institution.
  • Liaison with key internal and external constituents on behalf of the VPCDIO.
  • Review and edit documents and presentations for grammar, style, design, and formatting. 
  • Coordinate, schedule, and manage travel, meetings, seminars series, speaking engagements and conferences for the VPCDIO.
  • Provide event-planning support for DEI Core team members who have primary responsibility for planning and implementing the content elements of DEI Core events, such as the Annual DEI Summit, MLK Luncheon, Awards and Recognition events, and DEI Core-sponsored conferences and retreats.
    • Event planning support to include securing of event spaces and supporting facilities, food and beverage, audio-visual, streaming and other technology support, transportation, and lodging arrangements for guest speakers, etc.
  • Serve as back-up to the department’s administrative assistant (AA) and Administrative Manager for Operations & Initiatives (AMOI) to ensure continuity of service and processes during any temporary absence or vacancy in either or both positions.
  • Work with the AMOI and AA to ensure seamless administrative support and continuous improvement in administrative support services for the VPCDIO and the department.
  • Support VPCDIO ProCard reconciliation, membership and licensure renewals, and membership registrations.
  • Maintain CV and electronic bibliography on behalf of the VPCDIO.
  • Support the VPCDIO’s annual conflict of the interest disclosure process, including facilitation of prior approval requests for any prospective outside activities.
  • Prepare and process the VPCDIO’s non-routine correspondence, complex presentations, contracts and other documents for signature, and detailed reports.
  • Ensure the accurate filing and tracking of all documentation, including memos, correspondence, presentations, and reports, consistent with departmental SOPs, policies, and procedures.
  • Coordination of other departmental projects as assigned. 

GENERAL RESPONSIBILITIES

  • Engage in ongoing and relevant professional development activities appropriate to this position, including administrative and technical skill building, as well as DEI content.
  • Other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS

  • Commitment to anti-racist diversity, equity, and inclusion as interpersonal and institutional principles, values, and practices.
  • Bachelor’s degree or equivalent experience and minimum of 4+ years’ complex administrative support experience required.
  • Strong communication skills, verbal and written.
  • Advanced proficiency in Microsoft Office Suite and Office 365 on various platforms; SharePoint and AEM experience desired.
  • Ability to work independently, nimbly, prioritize effectively, plan ahead, problem-solve and meet goals in a fast paced, deadline-driven environment.
  • Demonstrates understanding of company policies and procedures and their application/impact on company operations and success.
  • Experience with procurement, budgeting and/or project management software tools.
  • Must be organized and have strong attention to detail and quality of work.
  • Experience in meeting coordination, scheduling, and planning; experience in managing executive calendars experience desired.
  • Ability to identify and take advantage of new opportunities, best practices, and potential partnerships.
  • Aptitude for working in collaborative team environments with a focus on maturity, proactive communication, relationship-building skills and resiliency.
  • Commitment to building and sustaining inclusive work environments and ability to model effective team member skills, including active listening, healthy conflict resolution skills, respect, accountability and collaboration, and avoidance of gossip, cliques, and sabotaging behaviors.
  • Comfort in learning new technologies as to become proficient in desktop systems/internal software necessary to successfully perform assigned tasks.
  • Must take initiative to continuously improve processes for ongoing effectiveness of the department and organization.

PREFERRED QUALIFICATIONS

  • Experience supporting executive level positions.
  • Demonstrated knowledge of DEI principles and strategic approaches.
  • Demonstrated knowledge in grant-writing and administration and contract processing.

In addition to job duties at Fred Hutch, this position also requires access to Seattle Cancer Care Alliance, which requires COVID-19 vaccination without exceptions.
Accordingly, as a condition of employment for this Fred Hutch position, newly hired employees must provide proof of vaccination 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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