Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose, and treat cancer, HIV/AIDS, and other life-threatening diseases. Fred Hutchs pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nations first cancer prevention research program, as well as the clinical coordinating center of the Womens Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.
The President and Directors Office provides strategic scientific leadership, administrative direction, and oversight of critical infrastructure necessary to make the elimination of cancer and related diseases possible.
This role facilitates events, projects, and initiatives assigned by the Directors Office and provides executive administrative management support for the Deputy Director and Executive Vice President, Fredrick Appelbaum, MD. The role interacts closely with the Directors Office executives and staff, Senior Vice Presidents, Vice Presidents, faculty, and other internal and external partners. This role requires the ability to operate independently and with discretion and sound judgment due to the nature of the projects and information involved. This role reports to the Senior Project Manager, Directors Office, with a dotted line to the Deputy Director and Executive Vice President.
Event & Project Management 40%
Lead, manage, and collaborate as needed on Directors Office reoccurring events or meetings, special events, and sponsored events or seminars. This includes arranging venues, catering, audio-visual, drafting supporting agendas, emails, and memos, briefings, presentations, surveys/evaluations, and coordinate and plan events from start to finish according to requirements, target audience, and objectives. Plan menus, order food and ensure adequate staffing
Manage and support projects within the Directors Office and other programs as assigned. In general, this involves coordinating the project management activities, resources, equipment and information
Create and manage the project timeline for fulfilling each objective
Maintain and organize all event and project-related artifacts and materials including but not limited to: timelines, project plans, risk and issues logs and budget
Proactively anticipate and manage project issues and risks
Act as the liaison and point of contact and communicate project status to all project participants and stakeholders
Coordinate complex project meetings with multiple groups, including scheduling, agenda creating, assist with materials, following up on action items/decisions, assigning tasks, and meeting facilitation as needed
Strategize with project lead(s) and executive sponsors
Executive Support 30%
Serves as the liaison for the deputy director and collaborates with executives, scientific and administrative leaders, faculty, and other key stakeholders to ensure the deputy directors needs and expectations are conveyed, understood, and agreed upon and needs and/or concerns are conveyed from executives and other leaders to the deputy director
Provide high-level organizational support to the deputy director including, but not limited to, all calendar scheduling, preparation of materials as assigned, travel and conference planning/coordination, expense reporting needs, and management of meetings
Build and maintain an understanding of all organizational functions to effectively support the execution of deputy director initiatives and
Triage all incoming requests and make time management decisions on behalf of the deputy director to ensure meeting requests align with time management
Proactively manage a complex calendar with the utmost attention to accuracy and coordinate and support meetings originating from the deputy director. Schedule and staff meetings involving the deputy director, including logistics planning, distribution of meeting materials, creation of proposed agendas, taking minutes, and communicating outcomes, decisions, and actions to all relevant stakeholders as per deputy directors instructions
Prepare executive for internal and external appearances and speaking engagements, including reviewing briefing documents, agendas, emails, memos, presentations, and reports. Ensure that all corresponding office files are maintained
Facilitate annual conflict of the interest disclosure process for the deputy director, including project-specific-disclosure-forms and disclosures for external institutions on an as-needed basis
In conjunction with the deputy director, manage all aspects of faculty recruitment visits for the hematologic malignancies program within the Clinical Research Division
Assist with grant applications and renewals, assisting with the writing of portions of applications as required
Coordinate the submission of articles and manuscripts for publication, ensuring all necessary elements are present and creating a bibliography as required
Maintain CV and electronic bibliography on behalf of the deputy director
Oversee acquisition, maintenance, storage, and supply of deputy directors technology, equipment, supplies
Provide other operational and administrative support assigned
Board Relations Support 20%
Work with the Board Relations Manager, and where appropriate other staff in the DO, to support Board and Board committee meetings, including meeting/event planning and implementation. The specific tasks will be assigned and reviewed periodically among the Board Relations Manager, the Senior Project Manager, Directors Office and this role.
Office of the President and Director 10%
Provide back-up project and administrative support for the President & Director, Executive Vice President & Chief Operating Officer, and Deputy Directors
Work as a part of a team to facilitate open communication and balance needed support in an efficient, agile work environment for the members of leadership in the President & Directors office.
*All time allocations are estimates only
Bachelors degree and a minimum of three years of progressively complex administrative experience, advanced project management, event planning, or communications experience or equivalent experience required
Demonstrated expertise related to management and handling of highly confidential information and ensuring that information is maintained in a confidential manner
Demonstrated experience and philosophy relative to working in a collaborative environment, serving the needs of the deputy director and critical administrative staff
Advanced experience using SharePoint and Adobe software
Superior experience with Microsoft Outlook, Word, Excel, PowerPoint, and Teams
Excellent written and verbal communication skills, organizational skills, and multi-tasking abilities
Must have the ability to work independently and take the initiative in an agile environment
Must exhibit excellent dependability and flexibility in dealing with changing priorities.
Masters degree in Business, Health Care Administration, Communications or a related field
Experiencein research, clinical, or academic setting is ideal
Senior or executive level management experience
understanding of board governance, non-profit finance, and government grants
COVER LETTER: Please submit a cover letter with your resume and application to be considered for this position.
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 our Employee Services Center at firstname.lastname@example.org or by calling 206-667-4700.
At Fred Hutchinson Cancer Research Center, teams of world-renowned scientists and humanitarians work together to prevent, diagnose and treat cancer, HIV/AIDS and other diseases. Researchers are discovering new ways to detect cancers earlier, improve treatments, and learn how to prevent cancers from growing. Although Fred Hutchinson opened its doors in 1975, its history began about 20 years before that. In 1962 Fred Hutchinson envisioned a center devoted to studying cancer, a disease that took his brother’s life. Today Fred Hutchinson is contributing to the next waves of breakthrough treatments and prevention strategies. Fred Hutchinson collaborates with the Seattle Cancer Alliance, the National Cancer Institute, and the University of Washington.