Executive Assistant Therapeutics Discovery

UT MD Anderson Cancer Center•Houston, TX

1d•Hybrid

About The Position

The Therapeutics Discovery Division (TDD) at UT MD Anderson Cancer Center is a dynamic unit focused on developing novel targeted, immune- and cell-based therapies. It aims to accelerate drug discovery by integrating multidisciplinary teams and platforms like IACS, ORBIT, TRACTION, and RADIATE. The division employs a collaborative, agile approach, combining small and large molecule development, data science, genetics, and innovative technologies to bring life-saving medicines from concept to clinic. This Executive Assistant role is crucial for coordinating activities related to the Vice President of Oncology Research - TDD, reporting to the Scientific Project Director. The position requires managing complex administrative duties, supporting daily operations, and ensuring efficiency within the TDD Operations Team. The ideal candidate will possess strong organizational, communication, and relationship-building skills, with the ability to manage executive-level tasks, calendars, travel, meetings, and events with discretion and accuracy. Flexibility in schedule and work location, including onsite presence as needed, is essential. This role offers a unique opportunity to support executive leadership, contribute to advancing cancer research, and foster strategic partnerships within a leading cancer center, with opportunities for professional growth and impact.

Requirements

Six years administrative/secretarial experience supporting a leadership/executive level position.
Ability to carry out complex administrative duties requiring a thorough knowledge of a wide range of regulations, policies and procedures.
Strong organizational, communication, and relationship-building skills.
Ability to manage complex calendars.
Ability to coordinate travel.
Ability to oversee executive-level meetings and events.
Ability to handle multiple competing priorities with discretion and accuracy.
Resourceful, self-directed, and comfortable anticipating needs while adapting to changing priorities.
Flexibility with schedule and work location, including the ability to be onsite as needed.
Willingness to learn from others and openness to coaching.
Ability to learn institutional systems, policies, and procedures.
Ability to learn scientific and drug development terminology used across the division.
Maintain current knowledge of TDD expenditure and reimbursement guidelines.
Comply with institutional policy and procedures relating to monitoring and spending of funds.
Acquire and review required financial support documentation.

Nice To Haves

Bachelor's Degree
Manage a heavy and complex calendar.
Coordinate domestic and international travel arrangements.
Process and manage travel expenses.
Organize and coordinate visits to MDA from pharmaceutical and biotechnology companies.
Develop and manage visit agendas and event logistics.
Coordinate division meetings and executive level meetings.
Build strong relationships and partnerships across departments and stakeholders.

Responsibilities

Provide high-level calendar support for the Vice President of Oncology, prioritizing scheduling requests, distinguishing urgent from important, and proactively proposing solutions for conflicts and agenda changes.
Arrange domestic and international travel, adhering to institutional policies, coordinating trips, schedules, agendas, and expense reports, and managing changes to travel plans.
Act on priorities set by the Scientific Project Director, adjusting focus as priorities shift, maintaining composure during high-volume periods, and keeping the manager informed of progress and obstacles.
Serve as a liaison for the VP of Oncology Research with internal and external stakeholders, professionally engaging them to schedule meetings, distribute agendas, and share updates.
Exercise sound judgment and maintain strict confidentiality regarding scientific, business development, partnership, and personnel matters.
Coordinate meetings across time zones and organizations, including virtual meeting platforms, visitor access, and pre-meeting requirements.
Compile agendas, take and distribute minutes, and send reminders for meetings.
Work closely with the Therapeutics Discovery Division Operations team for operational activities related to TRACTION, IACS, ORBIT, and specifically for the VP of Oncology Research.
Serve as backup to other operations team members for tasks including travel, calendar management, and new employee processing.
Coordinate and administratively oversee projects, meetings, and division business activities as requested by the VP of Oncology Research and the Scientific Project Director.
Manage scheduling, budgeting, travel, catering, agenda development, presentations, and communication planning for various meetings and events, including SAB, JSC, scientific symposiums, and guest lectures.
Manage relations with the Strategy Industry Ventures office to organize events and meetings related to external collaborations with TDD.
Work closely with leadership and administrative support for TDD strategic partners.
Compose correspondence for the VP of Oncology Research and assist others with correspondence requests.
Maintain credentialing for the VP, including conflict of interest forms, CV, biosketch, other support, and external documents.
Perform general administrative duties such as posting manuscript reviews, PubMed and citation searches, coordinating Chair signatures/approvals, and observing for housekeeping and maintenance issues.
Maintain current knowledge of TDD expenditure and reimbursement guidelines, comply with institutional policy and procedures relating to monitoring and spending of funds, and acquire and review required financial support documentation.
Provide service to stakeholders in a safe, courteous, accountable, efficient, and innovative manner.
Promote belonging and collegiality, demonstrating respect and professionalism.
Model safe, ethical behavior and adhere to MD Anderson’s Standards of Conduct, institutional policies, and procedures.
Respond to requests in a timely manner and proactively communicate expectations.
Use the steps to HEAL (Hear, Empathize, Address and Learn) the relationship when service recovery is needed.

Benefits

Employer-paid medical coverage starting day one for employees working 30+ hours/week
Optional group dental, vision, life, AD&D, and disability insurance.
Accruals for PTO and Extended Illness Bank
Paid holidays
Wellness leave
Childcare leave
Other leave options
Tuition Assistance Program after six months of service
Access to extensive wellness, fitness, and employee resource groups
Defined-benefit pension through the Teachers Retirement System
Voluntary retirement plans
Employer-paid life and reduced salary protection programs.