Senior Executive Assistant to VP, Philanthropy (Hybrid)

Fred Hutch; Seattle (WA); On-site; USD 80,000 - 121,000; Full time

Benefits offered by this job

Medical/vision

Dental

Flexible spending accounts

Life

Disability

Retirement

Family life support

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 is seeking an Executive Assistant to VP, Philanthropy to provide proactive executive-level support in a fast-paced environment. The role demands confidentiality, exceptional organization, and strong communication.

You will manage complex calendars, coordinate meetings, prepare memos, reports and presentations, assist with budget and onboarding, and support recruitment activities.

Qualifications

• Bachelor’s degree or equivalent experience.
• Five years administrative support experience required.
• Advanced proficiency in MS Office with expertise in Microsoft Word, PowerPoint, and Excel.
• 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.

Responsibilities

• Manage complex and continually evolving calendar (resolve overlapping commitments and protect time for priorities).
• Works on assignments that are complex in nature where critical thinking skills and initiative is needed to resolve problems.
• Exercise judgement within defined procedures and practices to determine appropriate action.
• Manage logistics for special and cyclical department events; facilitate department all-hands meetings: schedule, draft agenda, and provide audiovisual support.
• Manage and reconcile expense reports, facilitate the purchasing/procurement process, and support department contract administration within specific time frames; coordinate required activities with internal and external customer/stakeholders to ensure proper flow of communication concerning vendor contract-related issues.
• Assist in training department team members and on-boarding new hires.
• May support executive level recruitment activities.
• Generate memos, emails, reports, and presentations.
• Work on projects related to department operations, specifically around data gathering, reporting, and visualization.
• Manage all department event/meeting related activities.
• Coordinate the allocation of space for department employees.
• Support department budget development and reconciliation.
• Assist with the production of executive and department deliverables.
• Draft, edit, and proofread business correspondence and presentations.
• Mange time and expense approvals on behalf of the executive as requested.
• Coordinates VP, Philanthropy, meetings, email, travel, presentations, correspondence, and documents.
• Other duties as assigned.

Skills

Calendar management

Administrative support

MS Office proficiency

Zoom / MS Teams

Attention to detail

Meeting coordination

Independent work

Discretion and confidentiality

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Zoom

MS Teams

Job description

Fred Hutchinson Cancer Center in Seattle is seeking an Executive Assistant to VP, Philanthropy to provide proactive executive-level support in a fast-paced environment. The role demands confidentiality, exceptional organization, and strong communication.

You will manage complex calendars, coordinate meetings, prepare memos, reports and presentations, assist with budget and onboarding, and support recruitment activities.