Executive Assistant to Senior Vice President, Ambulatory Care

Executive Assistant to the Senior Vice President, Ambulatory Care

Reporting to the Senior Vice President (SVP), Ambulatory Care, the Executive Assistant will provide primary support to the SVP related to scheduling, meeting development, and planning, development of internal and external presentations, and development of internal communications on behalf of the SVP. The SVP is a new executive to Dana‑Farber Cancer Institute (DFCI), tasked with optimizing the patient care experience in ambulatory services across multiple sites.

The Executive Assistant serves as the primary point of contact for diverse internal and external constituents, including faculty and commercial partners; assists the SVP and others aligned to the Office with monitoring, prioritizing, and executing a broad range of tasks; and approaches the work with a cross‑functional mindset. The Executive Assistant may assume responsibility for select projects and initiatives as directed.

• Provide knowledgeable and skilled general administrative support to the SVP and above. Responsibilities include advanced communications support, proactively triaging issues, acting as designee in specified areas as directed.
• Complex calendar management, anticipating conflicts before they arise.
• Assist in preparing presentations; ensure room reservations and A/V equipment set‑up for VP or SVP hosted meetings.
• Collaborate with leadership, HR, and hiring managers to manage and execute a smooth process for recruitment and onboarding of new hires.
• Track departmental workforce, employees, contractors, consultants; keep organizational charts updated.
• Manage in‑person events, ensuring appropriate speakers, hosts, and catering.
• Coordinate department events, retreats, leadership meetings and other group meetings with internal and external entities.
• Prepare highly confidential or politically sensitive documents and correspondence.
• Book complex domestic and/or international travel itineraries.
• Attend administrative leadership team meetings; facilitate agendas and record action items.
• Process invoices, assign budget codes, coordinate reimbursements.
• Oversee department purchasing cards, online reconciliation, statement and receipt submission to Accounts Payable in a timely manner.
• Process requisitions, purchase orders, personnel forms needed for department administration.
• Provide oversight of operational/administrative functions to department managers; maintain SOPs and educate staff as needed.
• Maintain high level of professionalism, discretion, and confidentiality regarding sensitive topics.
• Improve workflow, operating efficiency, and service quality within the department.
• Mentor, supervise, or manage junior administrative staff as applicable.

• Stellar written and verbal communication skills.
• Advanced knowledge of Microsoft Office Suite, Google Workspace, Zoom, Adobe.
• Exceptional customer service skills; interact professionally with peers, leadership, and external contacts.
• Resourceful with strong problem‑solving skills.
• Engage with appropriate urgency in quick‑response situations.
• Independently prioritize a high volume of tasks and manage competing priorities.
• Demonstrated competency with budgeting and office systems; teach others as needed.
• Work collaboratively with a wide range of people and diverse cultures.
• Handle interactions that require confidentiality and diplomacy.

• High school diploma required;
  Bachelor’s degree preferred.
• 7 years of administrative experience, 2 years in an Executive Assistant role required.

At Dana‑Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong. Dana‑Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.

EEO Poster

Pay range: $86,720.00 – $. Union positions follow the Collective Bargaining Agreement (CBA).