Executive Support Specialist - Innovation

Brookline, MA, United States

** Executive Support Specialist - Innovation**

** Job Details**

Job ID:27430

Location:10 Brookline Place West, Brookline, MA 02445

Category:Administration Support/Customer Service

Employment Type:Full time

Work Location:PTL Remote: 2-3 days remote/wk Reporting to the Chief Innovation Officer at the Dana-Farber Cancer Institute, and serving Innovation (Belfer Office for Dana-Farber Innovations/BODFI), the *Executive Assistant* primarily supports the CIO in a one-on-one working relationship. In addition, the *Executive Assistant* may provide support for activities of the Office of the CIO towards advancing and facilitating the broader Dana-Farber mission. The *Executive Assistant* serves as the primary point of contact for diverse internal and external constituents, including faculty and commercial partners, on matters pertaining to Innovation. He/she assists the CIO, as well as others aligned to the Office, with monitoring, prioritizing and executing a broad range of tasks. The successful candidate approaches the work with a cross-functionalmindset and may assume responsibility for select projects and initiatives as directed. The *Executive Assistant* also serves as a liaison to the senior leadership team in Innovation; coordinate outreach efforts; assist with theadministrative operations of the Office, including scheduling and preparation of briefing and presentation materials,communication and correspondence, scheduling, agendas, travel, convening meetings and meeting follow-up support. The candidate must be creative and enjoy working within a healthcare organization that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The *Executive Assistant* will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

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.

**Overview**

**Requirements**

**PRIMARY DUTIES AND RESPONSIBILITIES:**

* Completes a broad variety of administrative tasks for the CIO including: managing

an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.

* Plans, coordinates and ensures the CIO's schedule is followed and respected.

* Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CIO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

* Assists with communication between the Office of the CIO and internal departments while demonstrating ability to maintain credibility, trust and support with all Office constituents.

* Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, other correspondence, and other tasks that facilitate the CIO's ability to effectively lead Innovation at Dana-Farber.

* Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

* Communicates directly, and on behalf of the CIO, with Institute leadership, faculty, and staff, donors and others in support of goals and/or initiatives.

* May assist in coordinating senior management team meetings on or off-site.

* Assists CIO in performance management processes (i.e., annual reviews) for CIOs direct reports.

* Creates necessary organization, workflow and responsibilities for maximum efficiency and effectiveness in support of the Office.

* Coordinates with other support staff as necessary in support of projects, initiatives, and needs of the Office.

* Fosters productive and collaborative relationships internally and externally on behalf of the CIO.

* Proactively meets regularly with CIO to align on outstanding issues and tasks.

**Qualifications**

**MINIMUM JOB QUALIFICATIONS:**

* Bachelor's degree preferred.

* Minimum five years of experience supporting high volume, multi-functional individuals, preferably in a non-profit/mission-driven organization.

* Exceptional written and verbal communication skills.

* Strong organization skills.

* Demonstrated ability to work as part of a team and with offices and individuals across the organization.

* Ability to prioritize and work independently while exercising good judgment and problem-solving skills.

* Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other groups as protected by law.