Executive Assistant, Legal

Overview

Under minimal supervision, the Executive Assistant, Legal provides high-level administrative support primarily to Vice Presidents and above or a comparable level executive. Work requires some analysis and the use of initiative and independent judgment. The Executive Assistant II is often called upon to communicate on behalf of executive(s) to other employees. The Executive Assistant, Legal conducts work assignments of increasing complexity with considerable latitude for independent judgment, has a broader scope of responsibilities, takes on more complex and independent tasks, as well as remains knowledgeable of corporate polices.

The Executive Assistant, Legal is responsible for leveraging their organizational skills, document management expertise, and office experience to maintain and organize the essential activities of the Office of General Counsel. The successful candidate will have proven experience as a key administrative partner to executive leaders with demonstrated ability in developing collaborative relationships within the team and across the organization. The ideal candidate must have the passion, energy, and intellectual curiosity necessary for a fast-paced environment, the ability to anticipate and expeditiously execute tasks, and a growth mindset, along with a track record of building interpersonal relationships with employees at all levels of the organization while upholding a high level of confidentiality. The position will report directly to the Senior Vice President and General Counsel, and will also support the Vice President and Chief IP Officer, and potentially another senior attorney.

The Executive Assistant, Legal should be or have the ability to become a Notary Public. Experience working in a legal department, or academic or medical/scientific research setting is highly preferred.

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 physicians/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

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. Responsibilities to include:
  • 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:

7 years of administrative experience of which 2 years must be in an Executive Assistant role.

License/Certification/Registration:

N/A

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Stellar 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 Interactions that require confidentiality and diplomacy.

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.