Executive Assistant to VP/Officer

Fred Hutchinson Cancer Center; Seattle (WA); Hybrid; USD 82,000 - 124,000; Full time

Benefits offered by this job

Medical/vision benefits

Dental benefits

Flexible spending accounts

Retirement plan

Life insurance

Disability insurance

Employee assistance program

Onsite health clinic

Tuition reimbursement

Paid vacation

Paid sick leave

Paid holidays

Paid parental leave

Job summary

Fred Hutchinson Cancer Center in Seattle seeks an Executive Assistant to VP/Officer to provide advanced administrative support, manage complex calendars, and coordinate strategic priorities. The role requires handling confidential information, preparing executive correspondence, and coordinating meetings with internal/external partners.

The position supports travel planning, budgeting assistance, and stakeholder management, with a hybrid work arrangement and opportunities to contribute to

Qualifications

• Minimum five years of complex administrative support/management experience.
• Advanced proficiency with Microsoft Office Suite.
• Experience using Zoom and MS Teams for virtual meetings.
• Strong organizational and detail-oriented capabilities.

Responsibilities

• Manage a complex calendar and schedule for the executive, coordinating with internal and external partners.
• Prepare executive-level correspondence, reports, and presentations with confidentiality.
• Lead logistics for meetings, including agenda, materials, and minutes as needed.
• Act as liaison between executive, leaders, boards, and stakeholders to ensure communication.
• Organize domestic and international travel with itineraries and contingency planning.
• Track data for reports and dashboards to support decision-making.
• Support budget preparation and expense tracking, identify cost-saving measures.
• Assist in developing and tracking strategic initiatives and status summaries.
• Handle sensitive information discreetly and maintain secure filing systems.
• Anticipate leadership needs and improve administrative processes.

Skills

Advanced MS Office

Independent problem-solving

Strong organizational skills

Attention to detail

Experience with virtual meetings

Education

Undergraduate degree or equivalent experience

Tools

Zoom

MS Teams

Job description

Overview

Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. Based in Seattle, Fred Hutch is the only National Cancer Institute-designated cancer center in Washington.

With a track record of global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy and COVID-19 vaccines, Fred Hutch has earned a reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. Fred Hutch operates eight clinical care sites that provide medical oncology, infusion, radiation, proton therapy and related services, and network affiliations with hospitals in five states. Together, our fully integrated research and clinical care teams seek to discover new cures to the world’s deadliest diseases and make life beyond cancer a reality.

At Fred Hutch we value collaboration, compassion, determination, excellence, innovation, integrity and respect. Our mission is directly tied to the humanity, dignity and inherent value of each employee, patient, community member and supporter. Our commitment to learning across our differences and similarities make us stronger. We seek employees who bring different and innovative ways of seeing the world and solving problems.

The Executive Assistant to VP/Officer provides advanced administrative support to a VP or higher-level officer by managing complex schedules and activities and ensuring strategic initiatives are well coordinated, efficiently executed and effectively communicated. This role serves as a trusted partner enabling the executive to focus on strategic priorities by ensuring seamless day-to-day operations through proactive planning, prioritization and effective stakeholder management.

At Fred Hutchinson Cancer Center, all employees are expected to demonstrate a commitment to our values of collaboration, compassion, determination, excellence, innovation, integrity, and respect.

This role will have the opportunity to work partially at our campus and remotely.

Responsibilities

• Manage and maintain a complex calendar and schedule for the executive, prioritizing high-impact engagements, effectively balancing competing demands; coordinate with executives, external partners, boards of directors and their respective administrative teams, which may be located both domestically and internationally.
• Prepare, review, and edit executive-level correspondence, reports, and presentations often involving confidential and high-stakes information, ensuring accuracy, intended voice and adherence to organizational standards.
• Lead logistics for a variety of internal and external meetings, including agenda preparation, material compilation, and follow-up on action items. Compile, transcribe and distribute meeting minutes as needed.
• Serve as a key liaison between the executive, senior leaders, board members, internal and external partners and other stakeholders, fostering trust and ensuring seamless communication and relationship management.
• Organize complex domestic and international travel, including detailed itineraries, last-minute changes, and contingency planning.
• Track, analyze and organize data for reports, dashboards and presentations, ensuring relevance and accuracy to support decision-making.
• Support budget preparation and management. Assist with budget development, maintain accounting records, ensure operation within allocated funds, process and track expenses; suggest cost-saving measures and collaborate with Accounting and Finance as needed.
• Assist in the development and tracking of strategic initiatives, collaborating with leaders in the department to ensure timely execution of projects; provide related status summaries including potential roadblocks and recommendations.
• Handle sensitive and confidential information with discretion, maintaining secure and efficient filing systems.
• Act as advisor on administrative processes, anticipate leadership and team needs, proactively implementing solutions to enhance efficiency and effectiveness.
• Other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS:

• Undergraduate degree or equivalent experience and five years of complex administrative support/management (or equivalent combination of education and experience).
• Advanced proficiency across the Microsoft Office Suite
• Experience with virtual meeting platforms such as Zoom and MS Teams.
• Experience learning new software/technologies to successfully perform assigned tasks.
• Experience in roles requiring organization and strong attention to detail.
• Experience in meeting coordination, scheduling, and planning.
• Problem-solving mindset and ability to work independently with minimal supervision.

PREFERRED QUALIFICATIONS:

• Strong organizational and time management skills.
• Experience with procurement, budgeting and/or project management software tools.
• Demonstrated ability to work independently, maintain confidentiality and operate with a high level of integrity and professionalism.
• Experience working in academic or research setting.

The annual base salary range for this position is from $82,493 to $123,697, and pay offered will be based on experience and qualifications.Although Fred Hutch is not sponsoring most H-1B visas at this time, candidates who already hold an H-1B sponsored by another organization and are currently in the U.S. may be eligible for this position.

Fred Hutchinson Cancer Center offers employees a comprehensive benefits package designed to enhance health, well-being, and financial security. Benefits include medical/vision, dental, flexible spending accounts, life, disability, retirement, family life support, employee assistance program, onsite health clinic, tuition reimbursement, paid vacation (12-22 days per year), paid sick leave (12-25 days per year), paid holidays (13 days per year), and paid parental leave (up to 4 weeks).

Additional Information

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. 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 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 Human Resources at [e-mail] or by calling 206-667-4700.