Senior Executive Assistant

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 Senior Executive Assistant is a key administrative position responsible for supporting and coordinating activities and schedule for the Immunotherapy Integrated Research Center Scientific Director & Clinical Immunotherapy Director and the Program & Strategy Director in the Research Administration Department. The Executive Assistant is responsible for planning, coordination, and implementation of various projects and activities for the Immunotherapy Integrated Research Center (IIRC), as well as providing administrative support of the Scientific Director’s faculty lab within the Translational Science and Therapeutics Division (TST) at the Fred Hutchinson Cancer Center.

This role requires great organizational skills, attention to detail, strategic thinking, time management, the ability to effectively prioritize multiple concurrent responsibilities, and strong relationship-building with internal and external partners. Critical qualities also include exceptional written and oral communication, critical thinking, teamwork, good judgment, professional conduct, and the ability to handle confidential/sensitive information.

This role reports to the IIRC Program & Strategy Director, Research Administration.

This role will have the opportunity to work partially at our campus and remotely.

Responsibilities

• Provide executive/administrative support and core administrative functions including complex calendar management, complex scheduling and detailed meeting preparation, using critical judgment to determine meeting priorities.
• Provide communication support, such as drafting, reviewing, editing, managing revision process of a variety of correspondence and reports.
• Team support on collaborative projects and events (seminars, retreats, recruitment); cross-training/cross-coverage with team members in order to cover each other's duties.
• Coordinate conference booking and event management using internal systems and external venues.
• Support business travel including, but not limited to, researching flight availabilities, securing hotel and airline reservations, securing local transportation accommodations, developing schedules and itineraries for travel.
• Manage budgets associated with program projects and lab, organizing financial items requiring review and approval, and ensuring they are being handled in a timely manner.
• Process invoices, reconcile procurement card expenses, prepare reimbursement documentation.
• Compile data and prepare presentation materials in MS PowerPoint or other applications for consideration and presentation by directors.
• Concurrently develops/implements/coordinates/tracks multiple programs, projects and procedures.
• Manage accreditation and professional documents including, but not limited to, professional CVs, bibliography, NIH biosketches, manuscripts, professional memberships, licensure, etc.
• Support on-boarding and off-boarding activities for employees who are joining or departing the lab/team. Ensure new employees receive all the information and access they need to successfully integrate into the lab/team.
• Assist in maintaining the lab website on a regular basis.
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