Executive Assistant, Office of the Chief Operating Officer

Under minimal supervision, the Executive Assistant II provides high-level administrative support primarily to the EVP, Chief Operating and Transformation Officer. The Executive Assistant II 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 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. They approach 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 II 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 II 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.

Work requires some analysis and use of initiative and independent judgement.  The Executive Assistant II is often called upon to communicate on behalf of executive(s) to other employees.  The Executive Assistant II conducts work assignments of increasing complexity with considerable latitude for independent judgement, has a broader scope of responsibilities, takes on more complex and independent tasks as well as remains knowledgeable of corporate polices. 

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.

Under minimal supervision will perform the following:

• Completes a broad variety of administrative tasks for the EVP/COO and the office of the COO including:
  • 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 and anticipating conflicts before they arise.
• 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.
• Assist executive in preparing presentations as needed; ensure room reservations and A/V equipment is set-up appropriately for hosted meeting.
• 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.
• Process invoices to ensure vendors are paid in a timely fashion, assign proper budget codes and coordinate reimbursements.
• May 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.
• 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.

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

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.

EEOC Poster