Executive Assistant, Vice President Ambulatory Clinical Operations

Overview

Under minimal supervision, the Executive Assistant I provides high-level administrative support primarily to Vice Presidents and above or a comparable level executive. Work requires some analysis and use of initiative and independent judgement. The Executive Assistant I is often called upon to communicate on behalf of executive(s) to other employees. The Executive Assistant I 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.

Primary Duties and Responsibilities:

Under minimal supervision will perform the following:
1. Provide knowledgeable and skilled general administrative support primarily to Vice President(s) and above or a comparable level executive. Responsibilities to include:
a. Advanced communications support,
b. Proactively triaging issues as they arise and determining appropriate action in response to inquiries,
c. Act as designee of leader in specified areas as directed.
2. Complex calendar management of senior executives and anticipating conflicts before they arise.
3. 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.
4. Collaborate with leadership, HR, and hiring managers to manage and execute a smooth process for requirement and onboarding new hires.
5. Work with leaders to track departmental workforce, i.e., employees, contractors, consultants, and keep organizational charts updated and compiled.
6. May be responsible for managing in person events, ensuring there are appropriate speakers, hosts, and catering arranged.
7. Coordinate department events, retreats, leadership meetings and other group meetings with internal and external entities.
8. Prepare documents and correspondence that may be highly confidential or politically sensitive in nature.
9. Book complex domestic and/or international travel itineraries.
10. Attend administrative leadership team meetings as requested, ensuring these meetings have identified facilitators, agendas, and that action items are recorded and followed up on.
11. May process invoices to ensure vendors are paid in a timely fashion, assign proper budget codes and coordinate reimbursements.
12. Oversee department purchasing cards, online reconciliation, statement and receipts submission to Accounts Payable in a timely manner.
13. Process various requisitions, purchase orders, personnel and other forms needed for the department’s administration.
14. May provide oversight of operational/administrative functions to department managers, including maintaining SOPs and educating staff as needed.
15. Maintain a high-level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.
16. Help to improve workflow, operating efficiency, and service quality within the department.
17. May provide mentorship, supervision, or management to junior administrative staff.

Knowledge, Skills and Abilities:

• 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.

Minimum Job Qualifications:

Minimum Education:
High school diploma required. Bachelor’s degree preferred.

Minimum Experience:
5 years of administrative experience.

Supervisory Responsibilities:

No direct reports, may provide mentorship, supervision, or management to junior administrative staff.

Patient Contact:

No

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 committed to having faculty and staff who offer multifaceted experiences. Cancer knows no boundaries and when it comes to hiring the most dedicated and compassionate 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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Pay Transparency Statement

The hiring range is based on market pay structures, with individual salaries determined by factors such as business needs, market conditions, internal equity, and based on the candidate’s relevant experience, skills and qualifications.

For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).

$72,980.00 - $88,035.00