Executive Assistant

Sarah Cannon Research Institute•Nashville, TN

30d•Hybrid

About The Position

It’s More Than a Career, It’s a Mission. Our people are the foundation of our success. By joining our growing team at Sarah Cannon Research Institute (SCRI), a subsidiary of McKesson, you will have the opportunity to become part of one of the largest community-based cancer programs to advance oncology treatments and improve outcomes for cancer patients across the globe. We look for mission-driven candidates who have a desire to advance the fight against cancer and make a difference in the lives of patients diagnosed with cancer every day. Our Mission People who live with cancer – those who work to prevent it, fight it, and survive it – are at the heart of every decision we make. Bringing the most innovative medical minds together with the most passionate caregivers in their communities, we are transforming care and personalizing treatment. Through clinical excellence and cutting-edge research, SCRI is redefining cancer care around the world.

Requirements

Strong knowledge of general management principles and administrative processes.
Ability to work collaboratively with senior executives and cross-functional teams, effectively managing relationships and driving outcomes.
Proactive problem-solving skills, with the ability to identify issues and provide creative solutions.
Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
Extensive experience in a senior-level executive support role, demonstrating a deep understanding of general management principles and organizational policies and procedures.
Proven ability to handle complex administrative duties, including composing correspondence, coordinating resources, and managing executive schedules.
Excellent communication skills, both written and verbal, with exceptional grammar, spelling, and punctuation.
Strong attention to detail and ability to maintain strict confidentiality.
Proficient in using relevant software and tools, including Microsoft Office suite and presentation software.
Ability to multitask in a fast paced, high stress environment is essential.
Ability to work effectively with staff, and other internal and external sponsors and agencies.
3+ years relevant work experience in a related role utilizing MS Office products, including Word, Excel, PowerPoint
Experience multi-tasking in a fast-paced, high stress environment is essential
Ability to work effectively with staff, and other internal and external sponsors and vendors
Experience with organizational policies and procedures, administrative procedures, expense reports, other financial reconciliations

Nice To Haves

Bachelor Degree completion is highly preferred, however, experience may be substituted for education
3+ years relevant work experience utilizing SharePoint, Adobe, and Concur is highly desired

Responsibilities

Perform executive duties for AVP, VP, or Executive while maintaining the strictest confidentiality and utmost discernment.
Maintain strictest confidentiality at all times and in all situations.
Provide proactive support, taking initiative to ensure smooth workflow and efficiency.
Perform special projects as requested by AVP, VP, or Executive(s).
Actively engage with the support community, including attending meetings, events, and professional development opportunities.
Communicate and escalate unresolved issues to Executive leaders.
Support 1-4 AVP, VP, or Executive leaders.
Perform complex administrative duties including, but not limited to, maintaining AVP, VP, or Executive’s CV, responding on behalf of Executive when necessary, composing correspondence, and coordinating resources across corporate functions.
Coordinate all aspects of domestic and international travel for AVP, VP, or Executive(s).
Manage large departmental events such as All Hands.
Delegate assignments to support colleagues (under the leadership of the AVP, VP, or Executive).
Coordinate travel, catering, agenda, and details of departmental events.
Partner with AVP, VP, or Executive(s), HR, and Talent Acquisition to assist with recruiting, selecting, orienting, and hiring new support community colleagues.
Serve as a mentor and trainer for new support colleagues within the department.
Facilitate job shadowing, training, and onboarding of newly hired support colleagues.
Manage and ensure appropriate administrative coverage within the department.
Take the lead on other support community resources (i.e., document library, SharePoint maintenance, etc.).
Develop and maintain the roles and responsibilities for administrative support throughout the company.
Maintain corporate policies related to administrative functions under the guidance of Executives.
Ensure completion and submission of Conflict of Interest (COI) disclosures for AVP, VP, or Executive’s events, publications, abstracts, etc.
Upload applicable contracts into Conga for institutional review by legal team; facilitate correspondence between legal, internal, and external stakeholders, and Executive, to ensure contracts are executed before AVP, VP, or Executive engagement and to ensure compliance.
Submit eSAF and ServiceNow tickets on behalf of AVP, VP, or Executive(s) as needed.
Delegate access for AVP, VP, or Executive’s Workday, ADP Timekeeping, and ServiceNow.
Track and record AVP, VP, or Executive’s billable time for contracted activities; correspond with finance team during the invoicing process, as needed.
Expense Management: Utilize SAP Concur to upload receipts and file expense reports; track and make corrections, if needed, until the report is approved for payment.
Maintain and update AVP, VP, or Executive’s presentations, as needed, ensuring accuracy, professionalism, and attention to detail.
May assist with proofreading, editing, and submitting manuscripts, abstracts, articles, and other publications, including interview transcripts.
Serve as liaison between internal and external stakeholders to schedule and support meetings (onsite and virtual).
Coordinate complex executive meetings using sound judgment to prioritize the Executive’s time.
Review AVP, VP, or Executive’s correspondence for urgent issues and escalate as needed.
Schedule and host video conferences via Microsoft Teams and manage Conference Center reservations.
Schedule and maintain AVP, VP, or Executive’s task list, as requested.
Coordinate membership renewal, conference/meeting registration, speaking engagements, etc.
Submit and facilitate IT tickets until completed and/or resolution of issue(s) is reached.
Manage interview and onboarding processes for AVP, VP, or Executive’s Direct Reports, including onboarding materials, required system access(es), and necessary permissions.
Attend meetings as assigned by AVP, VP, or Executive and report on actions.
Participate in educational activities and programs where appropriate.
Manage Staples and Amazon business accounts for AVP, VP, or Executive’s needs.
Practice and adhere to the “Code of Conduct” philosophy and “Mission and Value Statement.”
Complete any assigned training requirements by the due date.