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Executive Support Specialist

4 months ago

Boston, United States Dana-Farber Cancer Institute Full time

Overview

This is an ideal opportunity for an experienced administrative professional seeking to grow their skills in and understanding of the Human Resources function within a dynamic, fast-paced hospital environment.

Dana-Farber Cancer Institute's (DFCI) Human Resources Department works to deliver valued programs and services that attract, engage, develop, reward, and retain high-performing individuals, and to create an environment in which everyone can thrive. The HR Executive Support Specialist will play an impactful role as part of the small, cohesive HR Administration team, collaborating with colleagues to provide shared administrative services and ensure seamless operational workflow across the Department.

The Human Resources Department comprises of teams in HR Strategic Initiatives; Inclusion, Diversity, & Equity (IDE); People Operations; and Talent Management & HR Services-each led by vice president. Reporting to the Managing Director of the HR Administration Team, the Executive Support Specialist will have a dotted line reporting relationship to the VP of HR Strategic initiatives and the VP of Inclusion, Diversity, & Equity (IDE), providing a variety of administrative functions in support of each executive and their teams.

Responsibilities

Executive support

* Provide dedicated calendaring support for both the VP of HR Strategic initiatives and the VP of IDE, triage and prioritize requests at their direction, schedule large and small meetings on their behalf, and ensure schedule flow and best use of their time per their preference
* Ensure each vice presidents' preparedness for their daily meetings by collaborating with stakeholders to obtain agendas and compile briefing materials
* Prepare documents and correspondence that may be highly confidential or politically sensitive in nature
* Perform P-card reconciliations on behalf of the vice president and preparing expense reports as needed
* Coordinate executive travel arrangements

HR Strategic initiatives and IDE Team and project coordination

* Provide scheduling support to the HR Strategic initiatives and IDE functional team Directors (direct reports of the VPs) for large meetings of cross-functional teams (e.g., scheduling, booking conference/meeting rooms, participant communications, AV/IS/Zoom services, catering, ensuring meetings materials and agenda are provided in advance)
* Coordinate the onboarding and offboarding logistics (e.g., space assignment and preparation, tech equipment) of HR Strategic initiatives and IDE team members, and serve (along with the hiring manager) as a first point-of-contact resource to new hires
* Support team recruiting and hiring by liaising with the Talent Acquisition team to coordinate candidate interviews
* Provide administrative support to special projects within the team portfolio at the direction of the vice presidents
* Support the booking of team members travel as needed
* Manage team supply/inventory needs

General department administration and support

* Ensure the team's awareness of and adherence to practices and policies to promote consistency and seamless operational workflow across the HR Department
* Process contracting, invoicing, and procurement transactions on behalf of the teams supported
* Provide administrative support to department-wide events and initiatives (e.g., annual winter celebration, annual professional development conference)
* Provide calendaring coverage for other HR Administration staff during absences
* Provide occasional, on-site HR Department reception desk coverage
* Other general office management duties (e.g., filing, data entry, list management) as required

Qualifications

MINMUM REQUIREMENTS

* Bachelor's degree or equivalent experience or training required. College level course work highly desirable.
* 2-3 years' experience in an office setting required, preferably supporting a senior executive or professional group. Experience working in an academic medical/scientific research setting or comparable technology-oriented business environment is highly preferred.
* Demonstrated ability to organize meetings and carry out complex scheduling required.
* Excellent English language reading, writing, and speaking skills required.
* Demonstrated ability to draft reports, correspondence and other administrative documents as needed.

ADDITIONAL INFORMATION

Located in Boston and the surrounding communities, DFCI brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

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 groups as protected by law.

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