Executive Operations Administrator

4 weeks ago

Alexandria, United States American Society of Clinical Oncology Full time

Are you interested in making a world of difference in cancer care?

Cancer strikes more than 10 million people worldwide each year. As the leading medical society representing doctors who care for people with cancer, the American Society of Clinical Oncology (ASCO) is committed to conquering cancer through research, education, and promotion of the highest quality, equitable patient care.

Who we are:

ASCO is a flexible, high-performance membership organization where employees collaborate to support our mission through evidence, care, and impact. Together with Conquer Cancer, the ASCO Foundation, we foster a culture that prioritizes customer-centricity, emphasizes teamwork, commits to quality, and values inclusion. Our culture, ASCO Works - Our Way of Working, has long enabled workplace flexibility and embraced technology to help us achieve balance.

ASCO offers competitive salaries, an excellent benefits package, and opportunities to participate in professional development programs. To learn what it's like to work at ASCO, click here.

Who we are looking for:

Are you passionate about advancing cancer research and making a meaningful impact? If so, this may be the opportunity for you

We are currently seeking an experienced Executive Operations Administrator to provide comprehensive support to our Chief Medical Officer and Executive Vice President (CMO/EVP) and our CENTRA Vice President (VP).

If you are passionate about supporting executive-level operations and making a meaningful impact in the field of oncology, apply now

This position is hybrid with a primary location in Alexandria, VA.

Responsibilities

* Manage complex scheduling and extensive calendar management for CMO/including meetings, speaking and media engagements, conference calls, and Annual Meeting activities.


* Coordinate domestic and international business travel including hotel accommodations and ground transportation, prepare itineraries and supporting materials, process expense reimbursements, and track reimbursements.


* Gather materials for meetings organized by CMO/EVP, including preparation of informational materials and PowerPoint presentations, as well as management of communications with meeting attendees.


* Work closely and effectively with CMO/EVP to keep them well-informed of upcoming commitments and responsibilities, including topics, participants, location, and proposed agenda of all meetings on the calendar, with appropriate follow-up.


* Work closely with CMO/EVP on special planning and CENTRA departmental projects.


* Manage flow of information to internal and external stakeholders, handle inquiries, and assist with the preparation and dissemination of communications for CMO/EV.


* Regular communications and collaboration with other ASCO Executive Administrators.


* Use writing skills to provide professional business documents and final proofread copies ready for signature, including minutes, meeting notes, summaries, and proposals.


* Provide a bridge for smooth communication between the CMO/EVP's office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.


* Provide administrative assistance to CENTRA VP , including meeting scheduling, logistics, preparation, invoicing/expense reports, travel coordination for internal and external meetings and events, and documentation organization.



Required Education and Experience

* Bachelor's degree or equivalent professional experience


* 4 years of experience in an administrative role supporting Senior/C-suite executive(s) or an Executive-level office


* Advanced knowledge of computer applications (Outlook, MS-Word, Excel, PowerPoint), and ability to design and edit presentation materials


* Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, production methods, and coordination of people and resources



Preferred Education and Experience

* Experience with SharePoint and any specific applications/programs used in the division preferred


* Experience working in nonprofit/association


* Experience with Smartsheet or similar project management software



Competencies

* Ability to handle confidential information with discretion


* Excellent time management skills with ability to adapt to various competing demands, demonstrate the highest level of response to internal and external stakeholders, and meet deadlines


* Highly resourceful team player, with the ability to be extremely effective independently


* Solid decision-making with sound judgment and excellent problem-solving skills


* Excellent communication skills, including written, with the ability to clearly convey and receive information


* Excellent organizational skills, high attention to detail, and consistent follow-through


* Solution-oriented forward-thinker with the ability to anticipate and plan for upcoming needs, challenges, and goals


* Highly responsive and available; comfortable in a dynamic environment


* Self-learner with a commitment to self-directed professional development and ability to seek out opportunities to expand skillset



ADA/Physical Requirements

Extended periods seated or standing at a desk.

High use of computer and other office technology equipment.

Travel

1-5 days/yr

Generous Benefits Package:

* Hybrid Work Environment


* Open Leave Policy


* Paid Family Leave


* 13 Paid Holidays per Calendar Year


* Staff Appreciation Days


* 401(k): 7.5% Employer Contribution


* Medical/Dental/Vision


* Employee Assistance Program


* Fertility and Family Forming


* Healthcare Concierge


* Flexible Spending Account(s)


* Healthcare Savings Account


* Disability and Life Insurance



The American Society of Clinical Oncology (ASCO) is an Equal Employment Opportunity (EEO) employer. It is the policy of the Company to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

At ASCO, our goal is to foster and encourage a diversity of thought, experience, and background in our workplace. Our organization's culture is multi-dimensional, and we encourage our employees to leverage their unique perspectives and ideas.

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