Executive Assistant II

Overview

Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. Based in Seattle, Fred Hutch is the only National Cancer Institute-designated cancer center in Washington.

With a track record of global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy and COVID-19 vaccines, Fred Hutch has earned a reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. Fred Hutch operates eight clinical care sites that provide medical oncology, infusion, radiation, proton therapy and related services, and network affiliations with hospitals in five states. Together, our fully integrated research and clinical care teams seek to discover new cures to the world’s deadliest diseases and make life beyond cancer a reality.

At Fred Hutch we value collaboration, compassion, determination, excellence, innovation, integrity and respect. Our mission is directly tied to the humanity, dignity and inherent value of each employee, patient, community member and supporter. Our commitment to learning across our differences and similarities make us stronger. We seek employees who bring different and innovative ways of seeing the world and solving problems.

This role is located within the Vaccine and Infectious Disease Division (VIDD), one of seven scientific divisions at Fred Hutch, that addresses the growing need for treatment and prevention strategies for infectious diseases worldwide. VIDD’s mission is to accelerate knowledge of effective immunity and create innovative approaches that can prevent new infections and treat or cure infection-related diseases. VIDD is comprised of three research programs—Biostatistics, Bioinformatics & Epidemiology (IVD), Immunology & Vaccine Development (IVD), and Infectious Disease Sciences (IDS). The IVD Program oversees a comprehensive and complex array of program activities for 13 Principal Investigators, close to 200 employees, including 30 employees based in South Africa, and a research portfolio of over $300M in total costs.

We are currently looking for a talented, self-motivated Executive Assistant II to join the lab of Dr. Paul Thomas at Fred Hutchinson Cancer Center (‘Fred Hutch’) in Seattle. Dr. Thomas has recently joined VIDD as a professor and head of the IVD Program. His lab is combining computation and empirical methods to expand the understanding of the immune system. Along with these methods, Paul and his team are also studying cohorts of adult and pediatric patients, searching for immune patterns and how they impact our health and vulnerability to disease.

As the Executive Assistant, you will provide comprehensive administrative support for Dr. Thomas’ day-to-day activities. You will work independently, be expected to take initiative, and exercise sound judgment to prioritize and accomplish multiple responsibilities within a challenging and stimulating work environment.

You are an adaptable, congenial professional who is excited to work collaboratively with a diverse group, serve as the liaison between the lab, VIDD, and Fred Hutch, and manage the responsibilities of this role with a high level of attention to detail, proactiveness, warmth, and poise.

This is a Seattle-based hybrid position with the possibility of remote work two days per week based on the needs of Dr. Thomas.

Responsibilities

• Proactively work with Dr. Thomas to understand points of flexibility, level of importance, and required attendance to navigate competing priorities and commitments.
• Develop a comprehensive understanding of all materials, including mail and email, and the logistics of administrative flow for Dr. Thomas’ ever-growing team.
• Manage a very complex and ever-evolving calendar and assist in keeping to the day’s schedule through ongoing communication and notification.
• Triage phone, mail and e-mail correspondence daily. Serve as the point of contact for a diverse set of stakeholders and collaborators.
• Work with the travel agency to make arrangements for travel, including flights, hotel, rental cars, and registration fees.
• Collect receipts, identify budget sourcing, prepare, and code travel expenses and credit card statements.
• Assist with recruiting, onboarding, and offboarding activities with support from the Program Operations Director and HR.
• Coordinate space availability and set-up workstations for new employees, rotating graduate students and visitors.
• Coordinate meetings including conference rooms, meals, A/V equipment, invitations, and preparation of meeting materials.
• Attend regular program meetings, prepare and distribute agendas, and take and distribute meeting minutes.
• Format and coordinate scientific manuscript preparation with author and co-authors; arrange for submission to journals for publication.
• Maintain Faculty CV, biosketch and list of publications. Track PMCID publication numbers as needed.
• Prepare and provide required documents for grants and contracts proposal submissions.
• Purchase supplies, process shipping, and other duties as needed while utilizing and facilitating good communication and working relationships with existing support services within Fred Hutch.
• Partner with teams in IVD, VIDD Admin and Fred Hutch to ensure smooth business processes within IVD.
• Participate in divisional or institutional improvement projects and problem resolution related to administration.
• Manage aspects of event planning for program activities, including scheduling, venue selection, catering, travel arrangements, and stakeholder communication.
• Carry out special assignments and perform other responsibilities as assigned.
  
  

Qualifications

MINIMUM QUALIFICATIONS:

• Undergraduate degree or equivalent experience and four years of complex administrative support/management (or equivalent education and experience).
• Advanced proficiency across the Microsoft Office Suite
• Experience with virtual meeting platforms such as Zoom and MS Teams.
• Experience learning new software/technologies to successfully perform assigned tasks.
• Experience in roles requiring organization and strong attention to detail.
• Experience in meeting coordination, scheduling, and planning.
  
  

Preferred Qualifications

• Ability to multi-task, work independently, prioritize effectively, plan ahead, problem-solve and meet goals in a deadline-driven environment.
• Ability to handle confidential and sensitive information.
• Ability to build relationships and trust with other staff members and stakeholders while working as part of a team environment.
• Comfortable with enforcing boundaries and making judgment calls with little guidance in regard to protecting faculty's limited time.
• Ability to communicate information effectively, adaptively, and diplomatically both in writing and verbally.
• Exceptional customer service skills, a cooperative attitude, and a positive demeanor.
• Excellent organizational, time management and decision-making skills.
• Strong analytical skills, good judgment, and the ability to use critical thinking.
• Ability to manage a variety of responsibilities at once with ability to remain flexible and handle changing priorities.
• Strong proficiency in Microsoft Office Suite.
• Experience working in a higher education/university or research environment.
• Familiarity with both PC and Mac environments.
  
  

The annual base salary range for this position is from $80,172 to $109,470, and pay offered will be based on experience and qualifications. This position may be eligible for relocation assistance.

Although Fred Hutch is not sponsoring most H-1B visas at this time, candidates who already hold an H-1B sponsored by another organization and are currently in the U.S. may be eligible for this position.

Fred Hutchinson Cancer Center offers employees a comprehensive benefits package designed to enhance health, well-being, and financial security. Benefits include medical/vision, dental, flexible spending accounts, life, disability, retirement, family life support, employee assistance program, onsite health clinic, tuition reimbursement, paid vacation (12-22 days per year), paid sick leave (12-25 days per year), paid holidays (13 days per year), and paid parental leave (up to 4 weeks).

Additional Information

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to Human Resources at [email protected] or by calling 206-667-4700.