Job Description

Executive Assistant to the Center Director’s Office

Job ID 15279 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.

The President and Director’s Office provides strategic scientific leadership, administrative direction, and oversight of critical infrastructure necessary to make the elimination of cancer and related diseases possible.
Job Summary
The Executive Assistant to the Center Director’s Office will play key roles in supporting the Vice President and Chief Operating Officer ( COO ), Steve Stadum, JD, and the Executive Vice President and Deputy Director ( DD ), Bruce Clurman, MD, PhD. The Executive Assistant will interact most frequently with other staff and senior leaders in the Director’s Office, Division Senior Vice Presidents (SVP’s) and Vice Presidents (VP’s) and with other Center staff in implementing Director’s Office initiatives. The position requires someone who is highly resourceful, organizationally aware, adaptive, and strong emotional intelligence, self-motivation, analytical skills, and discretion with strictly confidential information. This position has oversight of all activities related to the COO and DD, which includes managing their calendar and project-based support. This position will also provide backup support to other Director Office staff and executive leadership. This role requires the ability to operate independently and with discretion and sound judgment due to the nature of the projects and information involved. This role reports to the Senior Operations Manager, Director’s Office, with dotted lines to the COO and DD.

Responsibilities

Executive Support – COO and DD – 75%

• Serve as a liaison for the COO and DD to a wide spectrum of Fred Hutch employees, as well as executives and stakeholders from outside organizations.
• Builds and maintains an understanding of all organizational functions to effectively support the execution of initiatives and projects.
• Builds and maintains an understanding of the COO and DO preferences and is adept at using that understanding to anticipate needs and issues to proactively address them.
• Serves as a liaison and collaborates with executives, scientific and administrative leaders, faculty, the manager of Board Relations and other key stakeholders to ensure the COO and DD needs and expectations are conveyed, understood, and agreed upon and needs and/or concerns are conveyed from executives and other leaders to the COO and DD.
• Triage all incoming requests and make time management decisions on behalf of the COO and DD to ensure meeting requests align with time management priorities.
• Proactively manage a complex calendar with the utmost attention to accuracy and timeliness.
• Provides high-level organizational support to the COO and DD including, but not limited to, all calendar scheduling, preparation of materials as assigned and management of meetings.
• Travel and conference planning/coordination.
• Manage travel and expense reporting needs.
• Develops and manages calendar of upcoming communication events, prepares and facilitates work with necessary.
• Prepare executive for internal and external appearances and/or speaking engagements. This includes reviewing briefing documents, agendas, emails, memos, presentations, and reports. Ensure all corresponding office files are maintained electronically.
• Coordinate and support meetings originating from the COO and DD. Schedule and staff meetings involving the COO and DD to include logistics planning, distribution of meeting materials, creation of proposed agendas, taking minutes, and communicating outcomes, decisions, and actions to all relevant stakeholders as per instructions.
• Tracks meetings/projects in which either the COO and DD is involved in or leading, in addition to preparing statuses as needed.
• Work with the Administrative Coordinator to prepare and distribute correspondence on behalf of the COO and DD for internal and external
• Leads projects on behalf of the COO and DD.
• Provide back-up support for the Tom Lynch, President & Director, and Fred Appelbaum, Deputy Director for External Affairs, as needed.
• Provide other administrative support as needed.

Director’s Office – Administration – 25%

• Provide consistent, high level professional office coverage and support. This includes answering the main office line, incoming calls for the leadership team, greeting meeting guests and visitors, triaging inquiries, and providing seamless customer service experience.
• Coordinate the building and implementation of plans and activities related to the DO and other projects.
• Assist in developing and implementing policies and procedures related to the Director’s Office administration, special projects and events.
• Serve as DO liaison with Center sponsorship committee (which considers requests for Center sponsorship of external events) to collaborate and facilitate requests.
• Communicate clearly with the Office of the Director staff and balance needed support.
• Work with the COO and the Executive Leadership Team (ELT) on preparation of agendas, minutes, and participation, when required.
• Assist with updating content on DO CenterNet webpage.
• Develop and maintain SharePoint site for DO Admin team, including troubleshooting and training as needed to site contributors.
• Monitor and triage the DO email and mailbox, coordinate with other offices and divisions as needed to prioritize and direct requests.
• Oversee acquisition, maintenance, storage, and supply of Director’s Office equipment and supplies. This includes providing technical troubleshooting for equipment issues (computers, printers, copier, etc.) and software. Collaborate with IT Helpdesk to resolve more complex equipment issues.
• Assign tasks for the Administrative Assistant:
  • Provide recommendations on schedule changes as needed to accommodate the needs of the DO.
  • Coordinate with the Board Relations Manager as needed.
• Provide other operational and administrative support as needed.
• Support and manage projects within the Director’s Office and other programs as assigned. In general, this involves coordinating the project management activities, resources, equipment and information.
• Create and manage the project timeline for fulfilling each objective

Qualifications

Minimum qualifications:

• Bachelor’s degree or minimum of three years of progressively complex experience to include administrative, project management, event planning, and/or communications
• Demonstrated expertise related to management and protecting highly confidential information.
• Demonstrated experience and philosophy relative to working in a collaborative environment, serving the needs of the COO and DD and critical administrative staff
• Advanced experience using SharePoint and Adobe software
• Superior experience with Microsoft Outlook, Word, Excel, PowerPoint, and Teams
• Excellent written and verbal communication skills, organizational skills, and multi-tasking abilities
• Must have the ability to work independently and take the initiative in an agile environment
• Must exhibit excellent dependability and flexibility in dealing with changing priorities

Preferred qualifications:

• Experience in research, clinical, or academic setting is ideal
• Executive support experience
• Understanding of board governance, non-profit finance, and government grants

APPLICATION INSTRUCTIONS: Please submit a cover letter with your resume and application to be considered for this position.

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 [email protected] or by calling 206-667-4700.

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