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 Executive Assistant is a key administrative position responsible for supporting and coordinating activities and schedule for the Fred Hutch Vice President. 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.

 

Most Fred Hutch jobs require some on-campus work. However, there may be flexibility for certain positions. Please check with the recruiter if you are an out-of-state applicant interested only in working outside of the Seattle area.

Responsibilities

• Executive/administrative support and core administrative functions including complex calendar management, complex scheduling, detailed meeting prep, travel arrangements, facilitating communication on behalf of VP.
• Internal Communication.
• Team support (including training, project support and on-boarding new staff).
• Knowledge management (including SharePoint and potentially other internal systems).
• Cross-training/cross-coverage (team members are expected to be highly collaborative, flexible, capable, and skilled in order to cover each other's duties).
• Process coordination (concurrently develops/implements/coordinates/tracks multiple processes and procedures).
• Administrative support for regulatory visits from DOH, CMS and others as needed.
• Department budget tracking and Finance collaboration as assigned.
• Interface and work collaboratively with Alliance Partners (Fred Hutch, University of Washington, and Seattle Children's).
• And other duties as assigned.

Qualifications

Required:

• AA/AS or relevant equivalent experience required.
• 2-4 years progressively complex administration experience.
• Excellent written, verbal and interpersonal communication skills, including professional conduct with customers
• 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.
• Proficiency in Microsoft Office products (Word, Excel, PowerPoint, etc.).
• Proficiency with calendar management (managing a calendar with delegate access) and scheduling.

Preferred:

• Administrative experience in academic or medical environment, prior experience in preparing meeting agendas and taking minutes; prior experience maintaining policies and procedures; prior experience with The Joint Commission and other healthcare regulatory bodies.
• Advanced Microsoft Office skills.
• Ability to work independently with minimal supervision, exercise good judgment in decision making, solve problems