Executive Assistant to the Cancer Center Director-Administrative Support Specialist

About the position

The Cancer Center seeks an Executive Assistant to provide high-level administrative support to the Director of the Cancer Center and one senior faculty researcher. This individual will play a pivotal role in ensuring the smooth operation of both offices, managing complex calendars, coordinating meetings, handling confidential information, and supporting a broad range of research and administrative initiatives.

Responsibilities

• Serve as the primary point of contact and liaison for key personnel and institutional partners.
• Manage complex calendars, including scheduling meetings, travel, and events.
• Prepare briefing materials, agendas, and meeting minutes; track follow-up tasks and deliverables.
• Handle confidential and sensitive information with discretion.
• Draft, review, and edit correspondence, reports, and presentations.
• Organize and manage logistics for seminars, retreats, advisory board meetings, and symposia.
• Track deadlines and assist in the execution of strategic projects and initiatives.
• Collaborate with administrative, finance, and HR teams to ensure alignment with institutional policies.
• Arrange domestic and international travel; handle itineraries, accommodations, and registrations.
• Process expense reports, reimbursements, and reconcile purchasing card transactions.
• Maintain CVs, biosketches, and academic profiles.
• Assist with manuscript preparation, formatting, and submission.
• Coordinate with collaborators, journal editors, and external partners on research and academic projects.

Requirements

• High School Diploma.
• Six years of experience; Bachelor's degree may substitute for experience.

Nice-to-haves

• Bachelor degree.
• Experience supporting senior executives or researchers in an academic, research, or medical setting.
• Expert in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), virtual collaboration platforms (Zoom, Microsoft Teams).
• Able to quickly learn and adapt to new software tools to facilitate complex scheduling, project tracking, and confidential data management in a fast-paced academic medical environment.
• Familiarity with research funding processes (e.g., NIH grants).
• Knowledge of university administrative systems such as Workday.