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Executive Assistant, Office of the Senior Vice President

Organization:
Dana Farber Cancer Institute
Job Title: Executive Assistant, Office of the Senior Vice President
Job Type:
Administrative
City:
Brookline
State:
Massachusetts
Job Search Ends:
December 1st, 2021
Organization's Website:

Executive Assistant, Office of the Senior Vice President

Dana Farber Cancer Institute

Job ID:25356

Brookline, MA

Full time

Work Location: PTL Remote: 2-3 days remote/wk

 

Overview

This position is remote through early September. Effective Monday, September 13th, this position is considered partial onsite, 2-3 days in the office at 10 Brookline Place, Brookline, MA each week. DFCI guidelines state that employees must reside in the Institute supported states of Massachusetts, New Hampshire, or Rhode Island.

 

GENERAL SUMMARY:

The Executive Assistant provides administrative support for the Senior Vice President (SVP), Chief Philanthropy Officer of the Division of Philanthropy and one additional member of the Division of Philanthropy’s executive team. You will handle details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional environment. You will be responsible for serving as the primary liaison between internal constituents and external constituents and the Office of the SVP. Key responsibilities include meeting preparation, communication, scheduling, preparing presentations, and drafting and editing correspondence on behalf of the SVP (and another executive team leader). In addition, you will assist the SVP (and another executive team leader) with the management of calendars and meeting schedules and as needed, provide support for Dana-Farber’s President. You will also provide backup project support to the Assistant Director in the Office of the SVP. As a member of the Division of Philanthropy, this role will be responsible for assisting the entire Division to reach its financial goals.

Embody Dana-Farber’s Core Values: Impact; Excellence; Compassion & Respect; and Discovery every day. Add value to the Dana-Farber community by seeking opportunities to collaborate across the Institute.  Foster an ethical, positive, results-oriented culture founded on open communication.

Dana-Farber is pursuing an ambitious, multi-year fundraising effort to change the future of cancer research and care: The Dana-Farber Campaign. This $2 billion campaign is the largest in the Institute’s history and one of the largest ever in the U.S. focused solely on cancer. Philanthropy raised through The Dana-Farber Campaign will accelerate the Institute’s strategic priorities by supporting revolutionary science, extraordinary care, exceptional expertise, and essential opportunities—helping us prevent, treat, and Defy Cancer.

APPLICATION REQUIREMENTS:

Resume and cover letter required with application submission.

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.

Requirements

PRIMARY DUTIES AND RESPONSIBILITIES:

  • Provide executive level administrative support, including management of and responding to phone and email messages, correspondence, calendar management, travel arrangements, and appointments for the SVP (and another executive team leader).
  • Manage the review and sending process for all written correspondence from the SVP.
  • Provide proactive fundraising support to the SVP and President of Dana-Farber by tracking portfolios, proposals and activity, processing gifts, drafting call reports, helping to complete action items, tracking gift discussions in ClearView, and updating next steps for other senior management and faculty as it relates to the SVP or President.
  • Assist in maintaining records and activities related to trustees, prospective donors and current donors , facilitating reminders and entering in completed next steps, and conducting preliminary research on donors/prospective donors as it relates to the SVP or President.
  • Monitor SVP’s (and another executive team leader) expenses; reconcile corporate card and expense reimbursement; prepare purchase orders and supply requisitions; process reimbursement claims.
  • Process checks and gifts of securities, in coordination with gift processing and office protocols and handle terms of agreement and acknowledgements, investigate pledge status and gift payments as needed for donor inquiries and clarification for senior staff.
  • Provide administrative support to the Office of the SVP and President’s Office for events, donor visits and meetings, projects, and preparing materials.
  • Facilitate the acknowledgements process for letters sent under the signature of the SVP and President.
  • Manage the approval process for the SVP (and another executive team leader).
  • Collaborate with other Philanthropy staff on design, planning and follow up from large events and serve as primary liaison between the SVP (and another executive team leader) and Division of Philanthropy staff.
  • Organize and attend regular Senior Management Group and joint Senior Management/Assistant Vice President Management Group meetings.
  • Develop a strong working knowledge of ClearView, EMS, Microsoft Office Applications including Planner, Excel and PowerPoint and other management information and tracking systems used by the Division of Philanthropy.
  • Assist the Assistant Director in project management tasks as it relates to the Office of the SVP and the Office of the President;
  • Serve as a resource for the Division and provide back up support when Assistant Director is out of the office.
  • Request, review and circulate weekly team updates to the Division of Philanthropy.
  • Perform special projects as requested.

SUPERVISORY RESPONSIBILITIES:

No supervisory responsibilities. This position reports jointly to the Senior Vice President, Chief Philanthropy Officer and one additional member of the executive team in the Division of Philanthropy.

Qualifications

MINIMUM JOB QUALIFICATIONS:

Bachelor’s degree preferred or equivalent experience and/or training required. Prior professional experience with Microsoft Office applications, video conferencing applications, and a CRM database management required.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Excellent written and effective verbal communication skills are required.  Ability to prioritize and manage multiple tasks and work collaboratively with a variety of personalities.  Significant computer skills including but not limited to all Microsoft Office Suite products, including mastery of Excel and Powerpoint, Microsoft Teams Outlook, skill at using internet sites and resources to retrieve and provide various information.  Must be able to handle all situations and documentation in a highly confidential and professional manner. Must have the ability to exercise good judgment.

This position will be expected to communicate with donors and a variety of constituents, vendors, and other individuals and representatives. Flexibility, no day is the same, nature of the work requires adaptability and constant change.

This position will evaluate current programs and create and execute approved plans to expand and diversify the donors and participants for the events assigned in order to broaden our donor base and create even more inclusive events. Experience with diverse donors is a plus.

 

PATIENT CONTACT:

No.

WORKING CONDITIONS:

As of 2021 this position is partially remote and expected to come into the office up to 2 scheduled days per week. When in the office, this position will work in a typical office setting. Some evening and weekend hours may be required.

 

For more information and to apply, please click here.

 

DIVISION OF PHILANTHROPY INCLUSION, DIVERSITY, & EQUITY COMMITMENT STATEMENT:

We’re stronger together.

In the Division of Philanthropy, we believe in the power of different voices. We encourage authenticity and diversity of every individual within our community. Our collective voices – donors, volunteers, staff, and patients alike – allow us to work together towards a world without cancer. Committed to being a place of inclusivity, belonging, and change, these are our core values.

 

DFCI DISCLAIMER:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.  Requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities.  This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

 

DFCI offers a competitive benefits package including generous healthcare and retirement plans, at minimum 3-weeks’ vacation time in addition to 9 paid holidays, a flexible work environment, and work/life balance. We also provide an array of professional development opportunities.*

*All benefits subject to Institute changes

 

We’re hiring! Learn more (https://careers.dana-farber.org/division-of-philanthropy.html) about working in the Division of Philanthropy and view all open positions.

 

At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong.  As relentless as we are in our mission to reduce the burden of cancer for all, we are equally committed to diversifying our faculty and staff.  Cancer knows no boundaries and when it comes to hiring the most dedicated and diverse professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.

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.

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