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Executive Assistant, Office of the Chief Operating Officer

3 months ago

Boston, United States Dana-Farber Cancer Institute Full time

Reporting to the EVP, Chief Operating Officer and Operations Administrative Manager, Dana-Farber Cancer Institute, and serving the Office of the COO, the _Executive Assistant_ supports the activities of the Office of the COO and advances and facilitates the Dana-Farber agenda as it relates to supporting functions of the office and its responsibilities. The _Executive Assistant_ serves as the primary point of contact for internal and external constituencies on various matters pertaining to the Office of the COO and the selected candidate will assist the EVP/COO, Senior Director, and Operations Administrative Manager, as well as others aligned to the office, with prioritizing and monitoring tasks related to the execution and implementation of a broad agenda. She/he approaches the work with a cross-functional (diverse internal and external constituents, including faculty and hospitals) mindset and will assume primary responsibility for select projects and initiatives as directed. The _Executive Assistant_ also serves as a liaison to the senior management team; coordinates executive outreach efforts, assists with the administrative operations of the office including workflow, scheduling and preparation of briefing and presentation materials; communication and correspondence; scheduling, agendas, travel; convening meetings, and follow up support.

The _Executive Assistant_ also supports the activities of the EVP/COO in his role as a senior faculty member, including scheduling lab meetings, facilitating recruitment and support of laboratory staff, academic committees, and other tasks as needed.

The candidate must be creative and enjoy working within a healthcare organization that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The _Executive Assistant_ will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

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.

+ Completes a broad variety of administrative tasks for the EVP/COO and the office of the COO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.

+ Plans, coordinates, and ensures the COO's schedule is followed and respected.

+ Researches, prioritizes, and follows up on incoming issues and concerns addressed to the COO, including those of a sensitive or confidential nature.

+ Determines appropriate course of action, referral, or response.

+ Assists with communication between the Office of the COO and internal departments; demonstrating ability to maintain credibility, trust, and support with senior management staff.

+ Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, other correspondence, and other tasks that facilitate the COO's ability to effectively lead.

+ Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on

+ projects to successful completion, often with deadline pressures.

+ Communicates directly, and on behalf of the COO, with Institute leadership, faculty, and staff, donors, and others in support of goals and/or initiatives.

+ May assist in coordinating senior management team meetings on or off-site.

+ Assists COO in performance management processes (i.e., annual reviews) for COOs direct reports.

+ Creates necessary organization, workflow, and responsibilities for maximum efficiency and effectiveness in support of the Office.

+ Coordinates with other support staff as necessary in support of projects, initiatives, and needs of the Office.

+ Fostersproductiveandcollaborative relationshipsinternally andexternallyonbehalfofthe COO.

+ Proactively meets regularly with COO to align on outstanding issues and tasks.

+ Ensures that invoices are paid in a timely fashion, that expenses incurred are assigned to proper budget codes, that employees are reimbursed for departmental expenses, and that vendors have appropriate contracts and Purchasing forms submitted.

+ Serves as primary administrativecontact for vendors used by the department, including preparation and submission of requisitions, purchase orders, personnel, and other forms needed for the administration of the department.

+ Participates in the coordination of department/program activities and plans and coordinates administrative compliance-related actions.

+ Provide support for office operations including the ordering/stocking of departmental supplies.

Minimum Education:

High school diploma required. Bachelors 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:**

+ Exceptional written and verbal communication skills.

+ Strong organization skills.

+ Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and Adobe Acrobat.

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.

**EEOC Poster**