Executive Assistant - Gynecologic Oncology

Under minimal supervision, the Executive Assistant I provides high-level administrative support primarily to Vice Presidents and above or a comparable level executive. This role requires analysis and independent judgement, and the Executive Assistant I may communicate on behalf of the executive(s) to other employees. The position involves work assignments of increasing complexity, with latitude for independent judgement while staying knowledgeable of corporate 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 and strive to create an inclusive, diverse, and equitable environment.

• Provide knowledgeable and skilled general administrative support primarily to Vice President(s) and above or comparable level executive, including:
  • Advanced communications support
  • Proactively triage issues as they arise and determine appropriate action
  • 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; ensure room reservations and A/V equipment are set‑up appropriately 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
• Work with leaders to track departmental workforce and maintain updated organizational charts
• Manage in‑person events, including arranging speakers, hosts, and catering
• Coordinate department events, retreats, leadership meetings, and other group meetings with internal and external entities
• Prepare documents and correspondence that are highly confidential or politically sensitive
• Book complex domestic and/or international travel itineraries
• Attend administrative leadership team meetings as requested, ensuring facilitators, agendas, and action items are recorded and followed up on
• 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 receipt submission to Accounts Payable in a timely manner
• Process various requisitions, purchase orders, personnel and other forms needed for the department’s administration
• 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 improve workflow, operating efficiency, and service quality within the department
• Provide mentorship, supervision, or management to junior administrative staff

• 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
• Ability to engage with appropriate urgency in situations that require quick response or turnaround
• Ability to independently prioritize a high volume of tasks and manage competing priorities
• Demonstrated competency with budgeting and office systems and standard computer programs; ability to teach others as needed
• Ability to work collaboratively with a wide range of people and diverse cultures
• Ability to handle confidential or sensitive information in an appropriate and professional manner

Minimum Education: High school diploma required. Bachelor’s degree preferred.

Minimum Experience: 5 years of administrative experience.

No direct reports, may provide mentorship, supervision, or management to junior administrative staff.

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At Dana‑Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and…