Job Description

Executive Assistant to VP/SVP Radiation Oncology

Job ID 24046 Type Regular Full-Time Location US-WA-Seattle

Overview

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 Executive Assistant provides advanced, diversified, and confidential administrative support to the Vice President or Senior Vice President and plays a critical role in maximizing the efficiency and effectiveness of the leader by partnering to meet organizational, divisional, and departmental goals. This position will serve as a resource to manage all work efforts, coordinate divisional and departmental activities, budgeting and reporting.

Responsibilities

• Independently, or in consultation with their supervisor, develop, plan needed to carry out assigned projects and activities; establish methods and schedule to implement and maintain activities for the executive. Exercise extensive independent judgment to reflect and match executive’s leadership style.
• Facilitate, and perform administrative functions in support of meetings of executive groups as assigned. Support activities include timely collection and preparation of draft agendas; prioritizing items in consultation with executives to finalize agenda; dissemination of meeting materials; coordination of meeting records, evaluations, and follow-up reports.
• Department budget tracking and Finance collaboration as assigned. Prepares and monitors the operating budget as directed by leader. Analyzes financial impact of internal changes and implements clinically sound cost-efficiencies
• Coordinate writing, editing and communications tasks. This includes initiating and drafting correspondence; recording minutes of meetings and telephone conference calls; compiling information and preparing summary reports; overseeing and prioritizing incoming or outgoing mail and messages and preparing information for presentation or publication. Exercise independent judgment and decision-making in handling incoming and outbound information and material.
• Team support, including training, coaching, managing staff and project support with on-boarding new staff. Cross-training/cross-coverage (team members are expected to be highly collaborative, flexible, capable, and skilled to cover each other’s duties
• Interface and work collaboratively with Alliance Partners (Fred Hutch, University of Washington, and Seattle Children’s). This support includes significant interaction with senior leaders reporting to the executive(s) this position supports. Position provides appropriate referrals or informs the executive(s) when a situation warrants direct attention.
• And other duties as assigned.

Qualifications

Required:

BA/BS degree, or relevant equivalent experience required, or the equivalent combination of education and experience.

Minimum 3-5 years progressively complex administrative experience.

Proficiency in Microsoft Office products (Word, Excel, PowerPoint, etc.).

Proficiency with calendar management (managing a calendar with delegate access) and scheduling.

Excellent verbal/written communication skills, including professional manner with customers

Strong interpersonal abilities; flexibility and good judgment

Ability to work independently, prioritize effectively, plan ahead, problem-solve, and meet goals in a deadline driven environment.

Demonstrated success working in a fast‐paced, dynamic, deadline‐ driven environment.

Strong technical aptitude/ability to quickly learn new systems and applications, and ability to leverage/apply technology to improve and automate systems and process.

Preferred:

Administrative experience in academic or medical environment, prior experience with federal, state, or local regulatory bodies and other healthcare regulatory bodies.

Advanced Microsoft Office skills.

Ability to work independently with minimal supervision, exercise good judgment in decision making, solve problems, maintain confidentiality, and conduct oneself with the utmost integrity and professionalism.

Requires great organizational skills, attention to detail, time management, and ability to effectively prioritize multiple concurrent responsibilities.

Ability to work in teams and collaborate effectively to meet deliverables.

Ability to analyze business situations/challenges, recognize and define issues, design and propose solutions, and effectively influence and implement process improvements.

Experience with Concur, Workday and PeopleSoft FMS

Fred Hutchinson Cancer Center has a mandatory COVID-19 vaccination policy, and there are no exceptions for any employee who is patient-facing and/or requires access to Fred Hutchinson Cancer Center facilities. Exceptions exist only for employees whose positions are fully remote, with no required access to campus. As a condition of employment, newly hired employees requiring access to campus 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.

The annual base salary range for this position is from $70,817.00 to $106,225.00 and pay offered will be based on experience and qualifications.

Fred Hutchinson Cancer Center offers employees a comprehensive benefits package designed to enhance health, well-being, and financial security. Benefits include medical/vision, dental, flexible spending accounts, life, disability, retirement, family life support, employee assistance program, onsite health clinic, tuition reimbursement, paid vacation (22 days per year), paid sick leave (up to 30 calendar days per occurrence of a qualifying reason), paid holidays (up to 13 days per year), paid parental leave (up to 4 weeks), and partially paid sabbatical leave (up to 12 months for professor track faculty, up to 6 months for other scientific staff).

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