Executive Assistant, Information Systems

Dana-Farber Cancer Institute•Boston, MA

1d•Remote

About The Position

Under minimal supervision, the Executive Assistant II provides high-level administrative support primarily to Vice Presidents and above or a comparable level executive within the DFCI Information Systems (IS) department. 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 polices. This role involves managing schedules, coordinating meetings, handling correspondence, and performing various clerical duties. The position is critical in ensuring efficient office operations. The ideal candidate will be adept at managing complex schedules, coordinating meetings, and providing onsite meeting support when necessary. This role requires a detail-oriented individual who can efficiently handle receipt submissions and monthly reconciliation of purchasing cards. This role will also support training administration activities, including registration and waitlist management, and completion certificates. This will have some onsite time as certificates are printed and sent to staff. Other training admin tasks may be included based on capacity. This position offers the opportunity to contribute to the efficiency and effectiveness of our senior IS leadership team and play a key role in the administration of our training programs. This position's work location is fully remote with occasional time on-campus in Boston, MA. The selected candidate may only work remotely from a New England state (ME, VT, NH, MA, CT, RI). 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.

Requirements

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.
High school diploma required.
7 years of administrative experience of which 2 years must in an Executive Assistant role required.

Nice To Haves

Bachelor’s Degree preferred.

Responsibilities

Provide knowledgeable and skilled general administrative support primarily to Vice President(s) and above or a comparable level executive.
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.