Dana-Farber Cancer Institute
Executive Assistant, Senior Vice President of Pharmacy
Dana-Farber Cancer Institute, Boston, Massachusetts, us, 02298
Overview
The Pharmacy Department at the Dana-Farber Cancer Institute places emphasis on the values of reliability, professionalism, cooperation, teamwork, communication, positivity and inclusiveness. The Executive Assistant II will provide high-level administrative support primarily to the Senior Vice President, Chief Pharmacy Officer, under minimal supervision. 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 policies. Located in Boston and the surrounding communities, Dana-Farber Cancer Institute strives to be inclusive, diverse, and equitable in order to provide compassionate and comprehensive care to patients of all backgrounds.
This position’s work location is onsite (Boston, MA) with up to one day per week remote. The selected candidate may only work remotely from a New England state (ME, VT, NH, MA, CT, RI).
Responsibilities
Provide knowledgeable and skilled general administrative support primarily to Vice President(s) and above or a comparable level executive. Responsibilities to include:
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 of senior executives and anticipating conflicts before they arise
Assist executive(s) in preparing presentations as needed; ensure room reservations and A/V equipment is set-up appropriately for VP or SVP hosted meeting
Collaborate with leadership, HR, and hiring managers to manage and execute a smooth process for recruitment and onboarding new hires
Work with leaders to track departmental workforce (employees, contractors, consultants) and keep organizational charts updated
May be responsible for managing in-person events, ensuring appropriate speakers, hosts, and catering arrangements
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
Book complex domestic and/or international travel itineraries
Attend administrative leadership team meetings as requested, ensuring facilitators, agendas, and action items are recorded and followed up on
May process invoices to ensure vendors are paid in a timely fashion, assign proper budget codes and coordinate reimbursements
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
May provide oversight of operational/administrative functions to department managers, including maintaining SOPs and educating staff as needed
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
May provide mentorship, supervision, or management to junior administrative staff
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. 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
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This position’s work location is onsite (Boston, MA) with up to one day per week remote. The selected candidate may only work remotely from a New England state (ME, VT, NH, MA, CT, RI).
Responsibilities
Provide knowledgeable and skilled general administrative support primarily to Vice President(s) and above or a comparable level executive. Responsibilities to include:
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 of senior executives and anticipating conflicts before they arise
Assist executive(s) in preparing presentations as needed; ensure room reservations and A/V equipment is set-up appropriately for VP or SVP hosted meeting
Collaborate with leadership, HR, and hiring managers to manage and execute a smooth process for recruitment and onboarding new hires
Work with leaders to track departmental workforce (employees, contractors, consultants) and keep organizational charts updated
May be responsible for managing in-person events, ensuring appropriate speakers, hosts, and catering arrangements
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
Book complex domestic and/or international travel itineraries
Attend administrative leadership team meetings as requested, ensuring facilitators, agendas, and action items are recorded and followed up on
May process invoices to ensure vendors are paid in a timely fashion, assign proper budget codes and coordinate reimbursements
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
May provide oversight of operational/administrative functions to department managers, including maintaining SOPs and educating staff as needed
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
May provide mentorship, supervision, or management to junior administrative staff
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. 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
#J-18808-Ljbffr