Executive Assistant To Senior Vice President/Officer (Clinical Research Division)

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 to Senior Vice President/Officer will provide executive administrative management support for Senior Vice President of the Clinical Research Division, Sara A. Hurvitz, MD, FACP, and Head of the newly united Division of Hematology and Oncology at the University of Washington School of Medicine. This role requires the ability to operate both independently and collaboratively to provide administrative support of a complex, specialized, confidential nature to the 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 support and coordinate a diverse portfolio of divisional and departmental activities, Creativity and excellent interpersonal skills are essential. This position must have a highly effective level of communication and be able to anticipate and remain flexible in the face of change.
Primarily on campus, with option of working from home 1 or 2 days a week.
Responsibilities

• Compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Provide support on various projects, which will require ability to manage multiple, concurrent tasks with the highest levels of professionalism, confidentiality, and timely turn-around. Coordination of other departmental projects as assigned. Perform other duties, as assigned.
• Meet regularly with executive to ensure priorities are being addressed consistently and adequately.
• Coordinate the submission of articles and manuscripts for publication for the Senior Vice President, ensuring all necessary elements are present and creating a bibliography as required.
• Arrange conference and meeting schedules, agendas, and other activities as required by the SVP and the division.
• Provide senior level administrative management support of executive's daily calendar via Microsoft Outlook. This responsibility requires high levels of confidentiality, discretion and professionalism while interacting within multiple levels of executive C-Suite level management of educational institutions, governmental agencies, industry-related organizations, consultancies and non-profits as well as their respective administrative teams located within the United States and internationally. Use critical judgment to determine meeting priorities.
• In partnership with the executive, develop tracking systems for all internal documents that maintain confidentiality.
• Manage expense reimbursement and reconciliation processes (charge cards, check requests, travel expense vouchers, etc.) for travel and other expenses
• Manage the executive's accreditation and professional documents including (but not limited to) professional CVs, bibliography, NIH biosketches, medical license, other support information, manuscripts, professional memberships, etc. Manage slide repository of executive's slide presentations. Ensure that all information is current and complete.
• Carry out special projects for the executive, as required.
• Provide administrative management support of executive's daily office processes and procedures to ensure consistent and efficient workflow and communication. Develop new and revise existing procedures to ensure quality and consistency.
• Support annual conflict of interest disclosure process for the Senior Vice President, including facilitation of prior approval requests for any prospective outside activities.
• Manage schedule of both domestic and international travel. This includes but is not limited to, researching flight availabilities, securing hotel and airline reservations, securing local transportation accommodations, developing schedules and itineraries for all travel
• Compile, transcribe, and distribute minutes of meetings as needed.
• Manage the daily flow of written correspondence in/out of the executive's office. This includes but is not limited to, drafting, reviewing, editing, managing revision process of a variety of correspondence and reports on behalf of the executive and can include all types of communications from letters of support/recognition for faculty, emails, reports, etc.

Qualifications
Minimum Qualifications

• Experience with virtual meeting platforms such as Zoom and MS Teams.
• Ability to identify and take advantage of new opportunities, best practices, and potential partnerships.
• Strong communication skills, verbal and written.
• Ability to work independently, prioritize effectively, proactively plan, problem-solve and meet goals in a deadline-driven environment.
• Aptitude for working in collaborative team environments with a focus on maturity, proactive communication, relationship building skills and resiliency.
• Curiosity and proactive learning mindset.
• Experience with procurement, budgeting and/or project management software tools.
• Experience in meeting coordination, scheduling, and planning; experience in managing executive calendars experience desired.
• A “Self-starter” mindset that takes initiative to continuously improve processes for ongoing effectiveness of the department and organization as a whole.
• Must be organized and have strong attention to detail and quality of work.
• Comfort in learning new technologies as to become proficient in desktop systems/internal software necessary to successfully perform assigned tasks.
• Undergraduate degree or equivalent experience and minimum of 5+ years’ complex administrative support experience required.
• Advanced proficiency in Microsoft Office Suite, MS Teams, Office 365, and Adobe Acrobat on various platforms.

Preferred Qualifications

• Knowledgeable about grants and contracts.
• Experience working in an academic or research setting.
• Experience supporting executive level positions.

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 to $106,225 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 (12-22 days per year), paid sick leave (12-25 days per year), paid holidays (13 days per year), paid parental leave (up to 4 weeks), and partially paid sabbatical leave (up to 6 months). 
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.