Dana-Farber Cancer Institute
Executive Assistant to the Senior Vice President, Ambulatory Care
Dana-Farber Cancer Institute, Boston, Massachusetts, us, 02298
Reporting to the Senior Vice President (SVP), Ambulatory Care, the Executive Assistant will provide primary support to the SVP related to scheduling, meeting development and planning, development of internal and external presentations, and development of internal communications on behalf of the SVP. The SVP, Ambulatory Care, is a new executive to the Dana‑Farber Cancer Institute (DFCI), tasked with optimizing the patient care experience in ambulatory services in a rapidly growing footprint across multiple sites.
The Executive Assistant serves as the primary point of contact for diverse internal and external constituents, including faculty and commercial partners; assists the SVP as well as others aligned to the Office, with monitoring, prioritizing, and executing a broad range of tasks; and approaches the work with a cross‑functional mindset. The Executive Assistant may assume responsibility for select projects and initiatives as directed.
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:
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 requirement and onboarding new hires
Work with leaders to track departmental workforce, i.e., employees, contractors, consultants, and keep organizational charts updated and compiled
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
Attend administrative leadership team meetings as requested, ensuring these meetings have identified facilitators, agendas, and that 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, preferably in a non‑profit/mission‑driven organization.
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 a 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 committed to having faculty and staff who offer multifaceted experiences. Cancer knows no boundaries and when it comes to hiring the most dedicated and compassionate 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
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The Executive Assistant serves as the primary point of contact for diverse internal and external constituents, including faculty and commercial partners; assists the SVP as well as others aligned to the Office, with monitoring, prioritizing, and executing a broad range of tasks; and approaches the work with a cross‑functional mindset. The Executive Assistant may assume responsibility for select projects and initiatives as directed.
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:
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 requirement and onboarding new hires
Work with leaders to track departmental workforce, i.e., employees, contractors, consultants, and keep organizational charts updated and compiled
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
Attend administrative leadership team meetings as requested, ensuring these meetings have identified facilitators, agendas, and that 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, preferably in a non‑profit/mission‑driven organization.
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 a 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 committed to having faculty and staff who offer multifaceted experiences. Cancer knows no boundaries and when it comes to hiring the most dedicated and compassionate 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
#J-18808-Ljbffr