Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer, HIV/AIDS and other life-threatening diseases. Fred Hutchs pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nations first cancer prevention research program, as well as the clinical coordinating center of the Womens Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.
At Fred Hutch, we believe that the innovation, collaboration, and rigor that result from diversity and inclusion are critical to our mission of eliminating cancer and related diseases. We seek employeeswho bringdifferent and innovativeways of seeing the world and solving problems.Fred Hutch is in pursuit of becoming an antiracist organization.Weare committed to ensuring that all candidates hired share our commitment to diversity,antiracism, and inclusion.
The Executive Assistant to VP/Officer will facilitate events, projects, and other initiatives as assigned by the Directors Office and provide executive administrative management support for Deputy Director of External Affairs and Executive Vice President, Fredrick Appelbaum, MD, and Deputy Director of Scientific Initiatives and Executive Vice President, Bruce Clurman, MD, Ph.D. The role interacts closely with the Directors Office executives and staff, Senior Vice Presidents, Vice Presidents, faculty, and other internal and external partners. This role requires the ability to operate both independently and collaboratively in a dynamic team. The responsibilities associated with this role require discretion and sound judgment due to the confidential and high-profile nature of the projects and information involved.
This role reports to the Executive Manager, Directors Office, with a dotted line to the Deputy Directors/Executive Vice Presidents. This role will have the opportunity to work on campus and remotely.
Executive Support 60%
Serve as the liaison for the Director's Office, the Deputy Director of Scientific Initiatives and the Deputy Director of External Affairs and collaborate with executives, scientific and administrative leaders, faculty, and other key stakeholders to ensure the Deputy Directors' needs and expectations are conveyed, understood, and put into action. Provide organizational and comprehensive administrative support to Deputy Director of External Affairs and Deputy Director of Scientific Initiatives, including, but not limited to:
critical to develop an understanding of high-level organizational structure and strategy to effectively support the Deputy Directors involvement in ongoing work
proactively managing complex calendars. Provide support in prioritizing and triaging incoming requests and make time management decisions on behalf of the Deputy Directors to ensure meeting requests align with strategic priorities
composing executive documents, reports, presentations and other materials as assigned
travel and conference planning/coordination
triage communications and inquiries, including campus resource and routing to relevant departments or subject matter experts, as appropriate
support executive meetings, committees and working groups sponsored or chaired by involve the Deputy Director of Scientific Initiatives and Deputy Director of Externals Affairs. Support activities include scheduling, creation and distribution of meeting materials (proposed agendas, presentations), taking minutes, and communicating post-meeting summaries to all relevant stakeholders as per Deputy Directors instructions.
Prepare executive for internal and external appearances and speaking engagements, including reviewing briefing documents, agendas, emails, memos, presentations, and reports. Ensure that all corresponding office files are maintained
Facilitate annual conflict of the interest disclosure process for the Deputy Directors, including project-specific-disclosure-forms and disclosures for external institutions on an as-needed basis
Oversee acquisition, maintenance, storage, and supply of Deputy Directors technology, equipment, supplies
Finance and budget management of Deputy Directors budgets, including monthly analysis of Deputy Director Budgets; ProCard reconciliation, and annual budget development
Support executive HR functions, including Workday actions, effort certification and required training modules.
Coordinate executive recruitment efforts falling under the purview of the related executive
Coordinate the submission of articles and manuscripts for publication for Deputy Director of External Affairs, ensuring all necessary elements are present and creating a bibliography as required
Maintain CV and electronic bibliography on behalf of the Deputy Director of External Affairs
Provide other operational and administrative support as needed
Directors Office Administrative Support 20%
Facilitate faculty requisitions and offer letters for review and approval from the President and Executive Vice President
Facilitate requests for institutional support on grant and award applications for review and approval from the President & Director
Provide back-up support for the Directors Office Executive Manager, including calendaring and administrative support for the President & Director and Executive Vice President & Chief Operating Officer, as needed
Event & Project Management 20%
Plan and execute logistics for Director's Office reoccurring and non-recurring events or meetings, special events, and sponsored events. This includes assisting in the coordination of Directors Office events from start to finish -- for example monthly Town Halls, quarterly Board meetings, and annual Forward Focus and Faculty Retreats -- according to sponsor department specifications, budget, target audience, and objectives. Logistics include, but are not limited to: securing venues or virtual platforms, securing a production team, organizing catering, coordinating AV, and drafting and finalizing materials (memos, briefings, presentations, reports, surveys/evaluations).
Support and manage projects within the Directors Office and other programs as assigned. This includes items like developing project timelines and coordinating the project management activities, resources, equipment and information.
Bachelor's degree or equivalent experience required
5+ years progressively complex administrative support experience required
Proficiency in MS Office with expertise in Microsoft Word, PowerPoint, and Excel
Excellent independent decision making, judgement and organization skills.
Excellent written and verbal communication skills
Superior diplomatic and interactive skills with a wide-variety of audiences, including the ability to negotiate requests and deadlines, and maintain confidentiality
Ability to work closely with the executives to identify and balance priorities, requirements, areas of need, as well as messaging to others inside and outside of the Directors Office
Ability to be flexible and problem-solver
A high level of accuracy and attention to detail
Comfortable operating in a fast paced and dynamic environment
The ability to juggle multiple critical requests and priorities, autonomously and effectively
Preferred Qualifications :
Experience working in an academic or research setting
Experience supporting executive level positions
Knowledgeable about grants and contracts
A statement describing your commitment and contributions toward greater diversity, equity, inclusion, and antiracism in your career or that will be made through your work at Fred Hutch is requested of all finalists.
Our Commitment to Diversity
We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to our Employee Services Center at email@example.com or by calling 206-667-4700.
At Fred Hutchinson Cancer Research Center, teams of world-renowned scientists and humanitarians work together to prevent, diagnose and treat cancer, HIV/AIDS and other diseases. Researchers are discovering new ways to detect cancers earlier, improve treatments, and learn how to prevent cancers from growing. Although Fred Hutchinson opened its doors in 1975, its history began about 20 years before that. In 1962 Fred Hutchinson envisioned a center devoted to studying cancer, a disease that took his brother’s life. Today Fred Hutchinson is contributing to the next waves of breakthrough treatments and prevention strategies. Fred Hutchinson collaborates with the Seattle Cancer Alliance, the National Cancer Institute, and the University of Washington.