Executive Assistant, HVTN

Job ID
Regular Full-Time
Administrative Support


Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. Based in Seattle, Fred Hutch is the only National Cancer Institute-designated cancer center in Washington.


With a track record of global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy and COVID-19 vaccines, Fred Hutch has earned a reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. 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 to the world’s deadliest diseases and make life beyond cancer a reality.


At Fred Hutch we value collaboration, compassion, determination, excellence, innovation, integrity and respect. These values are grounded in and expressed through the principles of diversity, equity and inclusion. Our mission is directly tied to the humanity, dignity and inherent value of each employee, patient, community member and supporter. Our commitment to learning across our differences and similarities make us stronger. We seek employees who bring different and innovative ways of seeing the world and solving problems. Fred Hutch is in pursuit of becoming an anti-racist organization. We are committed to ensuring that all candidates hired share our commitment to diversity, anti-racism and inclusion.


The HIV Vaccine Trials Network (HVTN) is the world’s largest publicly funded multi-disciplinary international collaboration facilitating the development of vaccines and antibodies to prevent HIV/AIDS. Most recently, the COVID-19 Prevention Network (CoVPN) was formed by the National Institute of Allergy and Infectious Diseases (NIAID) at the US National Institutes of Health to respond to the global pandemic. Using the infectious disease expertise of their existing research networks and global partners, NIAID has directed the HVTN to utilize their experience and expertise to address the pressing need for vaccines and antibodies against the SARS-CoV-2 virus. The mission of CoVPN is to conduct Phase 3 Efficacy Trials to prevent infection and COVID-19 disease. The HVTN has also expanded the scope of preventative infectious disease work to include the intersecting pandemic of TB by working with collaborators to evaluate novel TB vaccine approaches.


The Executive Assistant will support the Executive Director, HVTN and CoVPN, by independently performing administrative duties of a complex, specialized, or confidential nature, using judgment to interpret policy, representing the Executive Director, and interacting with Fred Hutch staff and outside organizations. In addition, the Executive Assistant will support research activities such as editing and/or development of research materials.


  • Provide extensive calendar support, requiring prioritization of calendar with effective communication across various stakeholders throughout the organization.
  • Provide daily/weekly itinerary of meetings and activities and support appropriate preparation needs.
  • Arrange conference calls, schedule, and provide meeting support, submit travel requests, and other activities as required by the Executive Director.
  • Provide administrative support, handling a high volume of competing administrative task requests that require professional discernment on appropriate urgency/prioritization to complete.
  • Process internal and external requests for information, representing the Executive Director to various individuals and organizations. Assist with facilitating communication between departments.
  • Develop, with the Executive Director, tracking systems for manuscript preparations and submissions.
  • Gather and compile data as requested for contract and grant proposals and reports of a complex nature.
  • Ability to organize and reprioritize tasks, maintain records, and coordinate functions with various individuals and organizations.
  • Carry out special projects as assigned by the Executive Director.
  • Perform a variety of tasks to support the Executive Director’s ongoing research initiatives.
  • Maintain and update as needed CV, Other Support, and other relevant documents.
  • Other duties as assigned.


  • A bachelor’s degree and two years of progressively complex administrative experience preferred, or an equivalent combination of education and experience.
  • A self-starter with the ability to work independently and take initiative in a dynamic environment
  • Superior organizational skills
  • Ability to think strategically and plan for the longer-term while simultaneously managing the daily details of schedule and tasks for multiple projects.
  • Excellent written and verbal communication skills.
  • Ability to professionally represent the Executive Director to external partners and adjust communication and working styles to effectively interact with scientists, community members, and operational staff.
  • Appreciation of the confidentiality issues that surround scientific research.
  • Background in public health or the sciences is helpful but not mandatory.
  • High level knowledge of Microsoft applications, specifically Word, Excel, PowerPoint, Teams and Outlook are required. Knowledge of SharePoint and Smartsheet are preferred.

A cover letter is required for consideration. Please include your relevant experience and interest in this position.


Fred Hutchinson Cancer Center 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, prior to their first day of employment:

Provide proof of being fully vaccinated against COVID-19 ; OR

Initiate the accommodations process to request a religious or medical accommodation (medical accommodations require a healthcare provider’s certification).


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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