Executive Assistant To Vp

Overview:Responsibilities:

• Provide administrative management support of executive's daily office processes and procedures to ensure consistent and efficient workflow and communication. Develop new and revise existing procedures to ensure quality and consistency.
• Meet regularly with the executive to ensure priorities are being addressed consistently and adequately.
• Provide senior level administrative management support of executive's daily calendar via Microsoft Outlook. This responsibility requires high levels of confidentiality, discretion and professionalism while interacting within multiple levels of executive C-Suite level management of educational institutions, governmental agencies, industry-related organizations, consultancies, and non-profits as well as their respective administrative teams located within the United States and internationally. Use critical judgment to determine meeting priorities.
• Manage the daily flow of written correspondence in/out of the executive's office. This includes but is not limited to, drafting, reviewing, editing, managing revision process of a variety of correspondence and reports on behalf of the executive and can include all types of communications from letters of support/recognition for faculty, emails, reports, etc.
• Compile data and prepare presentation materials in MS PowerPoint or other application software for consideration and presentation by executives, committees, and boards of directors.
• Coordinate internal and external communications for department, publishing, and printing of materials as needed.
• In partnership with the executive, develop tracking systems for all internal documents that maintain confidentiality.
• Arrange conference, event and meeting schedules, agendas, and other activities as required by the VP and the department.
• Compile, transcribe, and distribute minutes of meetings as needed.
• Provide support on various projects, which will require ability to manage multiple, concurrent tasks with the highest levels of professionalism, confidentiality, and timely turn-around. Coordination of other departmental projects as assigned.
• Manage the executive's professional documents. Manage slide repository of executive's slide presentations. Ensure that all information is current and complete.
• Provide travel support to executive and department. This includes but is not limited to, researching flight availabilities, securing hotel and airline reservations, securing local transportation accommodations, developing schedules and itineraries for all travel.
• Manage expense reimbursement and reconciliation processes (credit cards, check requests, travel reimbursement, etc.) for travel and other expenses.
• Support preparation of and monitor budget, maintain accounting records, ensure operation within allocated funds, and interact with accounting and department Finance team as needed.
• Manage purchasing process for department supplies, equipment, etc.
• Carry out special projects for the executive, as required.

Qualifications:

• Undergraduate degree or equivalent experience.
• Minimum of 5+ years’ complex administrative support experience.
• Advanced proficiency in Microsoft Office Suite, MS Teams, Office 365, and Adobe Acrobat on various platforms.
• Experience with virtual meeting platforms such as Zoom and MS Teams.
• Comfort in learning new technologies as to become proficient in desktop systems/internal software necessary to successfully perform assigned tasks.
• Experience with procurement, budgeting and/or project management software tools.
• Must be organized and have strong attention to detail and quality of work.
• Experience in meeting coordination, scheduling, and planning.
• Ability to identify and take advantage of new opportunities, best practices, and potential partnerships.
• Ability to work independently, prioritize effectively, proactively plan, problem-solve and meet goals in a deadline-driven environment.
• Aptitude for working in collaborative team environments with a focus on maturity, proactive communication, relationship building skills and resiliency.
• Curiosity and proactive learning mindset.
• A “Self-starter” mindset that takes initiative to continuously improve processes for ongoing effectiveness of the department and organization.
• Strong communication skills, verbal and written.

• Experience working in an academic or research setting.
• Experience supporting executive level positions.
• Experience in managing executive calendars.
• Experience with SharePoint and Adobe AEM.
• Comfortable working within a complex organization.

Our Commitment to Diversity: We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. 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 are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and 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 hrops@fredhutch.org or by calling 206-667-4700.