Executive Assistant Job Boston area,Massachusetts USA,Administrative/Clerical

This position provides comprehensive, high-level administrative support to senior faculty and department leadership, including complex calendar management, meeting coordination, travel arrangements, expense processing, and related operational activities. In addition to executive-level support responsibilities, the role provides administrative support for affiliated laboratory operations, including onboarding coordination, scheduling, supply ordering, shipping logistics, and other day-to-day lab activities. The position serves as a key administrative resource for faculty and lab personnel by coordinating access needs, supporting meetings and events, communicating operational updates, troubleshooting routine issues, and facilitating adherence to departmental and institutional policies.

Located in Boston and the surrounding communities, Dana‑Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high‑risk and underserved populations.

We conduct groundbreaking research that advances treatment, we educate tomorrow's physicians/researchers, and we work with amazing partners, including other Harvard Medical School‑affiliated hospitals.

Primary Duties and Responsibilities

Provide knowledgeable and skilled general administrative support primarily to Vice President(s) and above or a comparable level executive.

Responsibilities include:

Advanced communications support.
Proactively triaging issues as they arise and determining appropriate action in response to inquiries.
Act as designee of leader in specified areas as directed.

Complex calendar management of senior executives and anticipating conflicts before they arise.

Assist executive(s) in preparing presentations as needed; ensure room reservations and A/V equipment is set‑up appropriately for VP or SVP hosted meetings.

Collaborate with leadership, HR, and hiring managers to manage and execute a smooth process for requirement and onboarding new hires.

Work with leaders to track departmental workforce, i.e., employees, contractors, consultants, and keep organizational charts updated and compiled.

May be responsible for managing in person events, ensuring appropriate speakers, hosts, and catering are arranged.

Coordinate department events, retreats, leadership meetings and other group meetings with internal and external entities.

Prepare documents and correspondence that may be highly confidential or politically sensitive in nature.

Book complex domestic and/or international travel itineraries.

Attend administrative leadership team meetings as requested, ensuring these meetings have identified facilitators, agendas, and that action items are recorded and followed up on.

May process invoices to ensure vendors are paid in a timely fashion, assign proper budget codes and coordinate reimbursements.

Oversee department purchasing cards, online reconciliation, statement and receipts submission to Accounts Payable in a timely manner.

Process various requisitions, purchase orders, personnel and other forms needed for the department’s administration.

May provide oversight of operational/administrative functions to department managers, including maintaining SOPs and educating staff as needed.

Maintain a high level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.

Help to improve workflow, operating efficiency, and service quality within the department.

May provide mentorship, supervision, or management to junior administrative staff.

Knowledge,

Skills and Abilities

Excellent communication skills, both written and verbal.
Advanced knowledge of computer applications including Microsoft Office Suite, Google Suite, Zoom, Adobe.
Exceptional customer service skills and the ability to interact professionally with peers, leadership, and external contacts.
Resourceful with strong problem‑solving skills.
A…