Executive Assistant II, Office Senior Vice President

The Executive Assistant provides administrative support for the Senior Vice President (SVP)/Chief Philanthropy Officer and the Deputy Chief Philanthropy Officer (DCPO) of the Division of Philanthropy. Reporting to the Director of the Office of the Senior Vice President, the EA handles details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional environment. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with high professionalism and confidentiality.

Key responsibilities include sophisticated calendar management including prioritization of inquiries and requests, support for Division-wide events and meetings, meeting preparation, monitoring, drafting and sending communications and correspondence, preparing presentations, creating and distributing trainings and resources, managing expenses, as well as supporting projects and initiatives.

This position’s work location is hybrid with two or three days per week remote. The selected candidate may only work remote days from a New England state (ME, VT, NH, MA, CT, RI).

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 physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

Under minimal supervision will perform the following:

• Provide knowledgeable and skilled general administrative support primarily to Vice President(s) and above or a comparable level executive. Responsibilities to 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 meeting.
• 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 there are appropriate speakers, hosts, and catering 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…