Job Ref: 41712
Location: 450 Brookline Ave, Boston, MA 02215
Category: Administration Support/Customer Service
Employment Type: Full time
Work Location: Hybrid: 2-3 days onsite/week
Overview
Under minimal supervision, the Executive Assistant provides high-level administrative support to the Vice President of Medical Oncology, Dr. David Read and the interim Chair of Medical Oncology, Dr. Ann Partridge. Work requires some analysis and use of initiative and independent judgement. The Executive Assistant is often called upon to communicate on behalf of executive(s) to other employees. The Executive Assistant conducts work assignments of increasing complexity with some latitude for independent judgement and remains knowledgeable of corporate policies.
Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life-changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.
This position’s work location is onsite 3-4 days per week. The selected candidate may only work remote days from a New England state (ME, VT, NH, MA, CT, RI).
Responsibilities
Under minimal supervision will perform the following: - Provide knowledgeable and skilled general administrative support primarily to Vice President(s) and above or a comparable level executive.
- Advanced communications support.
- Proactively triaging issues as they arise and determining appropriate action in response to inquiries.
- Act as designee of leader in specified areas as directed.
- Complex calendar management of senior executives and anticipating conflicts before they arise.
- Assist executive(s) in preparing presentations as needed; ensure room reservations and A/V equipment is set-up appropriately for VP or SVP hosted meeting.
- Collaborate with leadership, HR, and hiring managers to manage and execute a smooth process for requirement and onboarding new hires.
- Work with leaders to track departmental workforce, i.e., employees, contractors, consultants, and keep organizational charts updated and compiled.
- May be responsible for managing in-person events, ensuring there are appropriate speakers, hosts, and catering arranged.
- Coordinate department events, retreats, leadership meetings, and other group meetings with internal and external entities.
- Prepare documents and correspondence that may be highly confidential or politically sensitive in nature.
- Book complex domestic and/or international travel itineraries.
- Attend administrative leadership team meetings as requested, ensuring these meetings have identified facilitators, agendas, and that action items are recorded and followed up on.
- May process invoices to ensure vendors are paid in a timely fashion, assign proper budget codes, and coordinate reimbursements.
- Oversee department purchasing cards, online reconciliation, statement, and receipts submission to Accounts Payable in a timely manner.
- Process various requisitions, purchase orders, personnel, and other forms needed for the department’s administration.
- May provide oversight of operational/administrative functions to department managers, including maintaining SOPs and educating staff as needed.
- Maintain a high-level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.
- Help to improve workflow, operating efficiency, and service quality within the department.
- May provide mentorship, supervision, or management to junior administrative staff.
SUPERVISORY RESPONSIBILITIES: No direct reports, may provide mentorship, supervision, or management to junior administrative staff.
Qualifications
Minimum Education: High school diploma required. Bachelor’s degree preferred.
Minimum Experience: 5 years of administrative experience.
License/Certification/Registration: N/A
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: - Excellent communication skills, both written and verbal.
- Advanced knowledge of computer applications including Microsoft Office Suite, Google Suite, Zoom, Adobe.
- Exceptional customer service skills and the ability to interact professionally with peers, leadership, and external contacts.
- Resourceful with strong problem-solving skills.
- Ability to engage with appropriate urgency in situations that require quick response or turnaround.
- Ability to independently prioritize high volume of tasks and manage competing priorities.
- Demonstrated competency with budgeting and office systems and standard computer programs; ability to teach others as needed.
- Ability to work collaboratively with a wide range of people and diverse cultures.
- Ability to handle confidential or sensitive information in an appropriate and professional manner.
At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong. As relentless as we are in our mission to reduce the burden of cancer for all, we are equally committed to diversifying our faculty and staff. Cancer knows no boundaries, and when it comes to hiring the most dedicated and diverse professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.
Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.
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