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 is a key component in developing new targeted, immune- and cell-based therapies. It aims to accelerate drug discovery by bringing together a multidisciplinary team of researchers, doctors, drug developers, and scientific experts to create small-molecule drugs, biologics, and cellular therapies. The division operates through four platforms: The Institute for Applied Cancer Science (IACS), ORBIT (Oncology Research for Biologics and Immunotherapy Translation), TRACTION (Translational Research to Advance Therapeutics and Innovation in Oncology), and RADIATE (Radiopharmaceuticals for Advanced Diagnostic Imaging And Therapy). These platforms are designed to align drug discovery and development with innovative science and clinical care research, supported by significant investment in patient-centric research and infrastructure. The TDD's approach integrates small and large molecule development, data science, cancer genetics, disruptive technologies, mechanistic biology, disease modeling, and pharmacology to speed up the translation of discoveries. The division actively partners with external entities to develop next-generation therapies, operating in a fast-paced, milestone-driven environment that emphasizes team science and interdisciplinary research. This model has already yielded positive results, with several programs in clinical and late-stage preclinical development. This position specifically supports the Vice President of Oncology Research - TDD, reporting to the Scientific Project Director. The role involves complex administrative duties requiring knowledge of regulations, policies, and procedures. The Executive Assistant will be part of the TDD Operations Team, collaborating with team members, the Scientific Project Director, the Director of Research and Development, and Division Administrators to ensure efficient operations. Key skills for this role include strong organizational, communication, and relationship-building abilities, with proficiency in managing complex calendars, coordinating travel, overseeing executive meetings and events, and handling multiple priorities with discretion. Resourcefulness, self-direction, and the ability to anticipate needs and adapt to changing priorities are essential. Flexibility in schedule and work location, including on-site presence as needed, is also required.

Requirements

Six years administrative/secretarial experience supporting a leadership/executive level position.
With Bachelor's degree, two years of experience.
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.

Nice To Haves

Bachelor's Degree

Responsibilities

Provide high-level calendar support for the Vice President of Oncology, applying judgment to prioritize scheduling requests, distinguish urgent from important, and anticipate conflicts and agenda changes, proactively proposing solutions and seeking clarification from the Scientific Project Director when priorities are unclear.
Arrange travel, both domestic and international, adhering to institutional policies and guidelines, coordinating trips, schedules, agendas, and expense reports; anticipate and manage changes to the VP’s travel plans, pivoting quickly and communicating updates to all affected parties.
Act on priorities set by the Scientific Project Director, adjusting focus as priorities shift, maintaining composure and organization during high-volume periods, and keeping the manager informed of progress, obstacles, and items requiring escalation.
Act as a liaison for the VP of Oncology Research with other departments and organizations, professionally engaging internal and external stakeholders to schedule meetings, distribute agendas, and share updates, and taking ownership of follow-through by independently closing loops on invitations, deliverables, approvals, and logistics.
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 such as confidentiality agreements and compile agendas, take and distribute minutes, and confirm and send reminders to ensure all key leaders are present.
Demonstrate willingness to learn from others and openness to coaching including learning institutional systems, policies, and procedures as well as the scientific and drug development terminology used across the division.
Work closely with the Therapeutics Discovery Division Operations team for all the operational activities related to TRACTION, IACS, ORBIT and specifically to the VP of Oncology Research, and serve as backup to other operations team members (operations manager and program coordinators) 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, including SAB, JSC, scientific symposiums, guest lectures, special committees, monthly and weekly meetings with internal and external participants, and the VP’s extramural activities: managing scheduling, budgeting, travel, catering, agenda development, presentations, and communication planning.
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, including but not limited to STRIDE, Moonshots, and Break Through Cancer teams.
Compose correspondence for the VP of Oncology Research and assist others with correspondence requests; maintain credentialing for the VP (conflict of interest forms, CV, biosketch, other support, and external documents); and perform general administrative duties (posting manuscript reviews, PubMed and citation searches, holiday and party card guest lists, 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.
Other administrative duties as needed.
Provide service to our stakeholders, including patients, caregivers, colleagues and each other, in a safe, courteous, accountable, efficient and innovative manner to include: Promoting inclusiveness and collegiality that demonstrates respect and professionalism to our stakeholders at all times.
Modeling safe, ethical behavior that mitigates risk to the institution through sound business practices, and adherence to MD Anderson’s Standards of Conduct, institutional policies and procedures.
Responding to requests in a timely manner while proactively communicating expectations for procedures, service arrival, or project deliverables to stakeholders.
Using 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, childcare, and 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.
Medical, dental, paid time off, retirement, tuition benefits, educational opportunities, and individual and team recognition.