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Executive Assistant

Business Operations | San Francisco, Ca | Full Time

Job Description

Organization

The Parker Institute for Cancer Immunotherapy brings together the best scientists, clinicians and industry partners to build a smarter and more coordinated cancer immunotherapy research effort.

The Parker Institute is an unprecedented collaboration between the country’s leading immunologists and cancer centers. The program started by providing institutional support to six academic centers, including Memorial Sloan Kettering Cancer Center, Stanford Medicine, the University of California, Los Angeles, the University of California, San Francisco, the University of Pennsylvania and The University of Texas MD Anderson Cancer Center. Recently, the institute also initiated programmatic support for top immunotherapy investigators, including a group of researchers at Dana-Farber Cancer Institute, Washington University School of Medicine in St. Louis, the Icahn School of Medicine at Mount Sinai and the Fred Hutchinson Cancer Research Center.

The goal is to accelerate the development of breakthrough immune therapies capable of turning most cancers into curable diseases. The institute was created through a $250 million grant from The Parker Foundation.

Overview of the Role

The Executive Assistant provides a full range of administrative assistance of considerable complexity, difficulty and sensitivity to Executive-level positions. Plans, organizes, and oversees the day-to-day activities of the Executive, relieving the Executive of administrative detail, and acting as the primary liaison and first point of contact representing the Executive on all matters pertaining to the office. The Executive Assistant maintains a confidential working relationship with the Executive supported. This position has significant external contacts at all organizational levels and require an advanced level of tack, diplomacy, and discretion.

Reporting Structure and Team

The Executive Assistant reports to the Office Manager and is a key member of the Business Operations team.

Essential Job Functions

  • Coordinates the executive's activities, including management of a complex calendar, travel arrangements and associated logistics.

  • Independently commits the executive's time to those requesting access to him/her based on an in-depth understanding of the executive's priorities and needs and his/her role.

  • Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the supervisor informed of all matters requiring his/her attention.

  • Prioritizes, plans, coordinates and/or oversees logistics and conferences with individuals and entities internal and external to PICI, including executive and senior level staff.

  • Composes correspondence; develops, reviews and edits presentations and documentation; researches and analyzes associated issues and/or compiles materials needed for presentation and/or decision making purposes.

  • Manages multiple projects simultaneously. Anticipates and tracks initial dates, events and associated action items; follows up with appropriate parties on behalf of supervisor to ensure deadlines are met.

  • Manage and reconcile expense reports

  • Provides back-up support to to other Executive Assistants and the Receptionist

  • Other duties may also be assigned

Knowledge, Skills, and Experience

  • Bachelor's degree preferred

  • Seven years of relevant experience

  • Demonstrated extensive high-level administrative experience supporting executive level

    individuals

  • Excellent verbal and written communication skills, including editing and proofreading

  • Excellent planning and organizational skills

  • Demonstrated ability to handle sensitive issues and maintain confidentiality

  • Demonstrated ability to cultivate positive working relationships and gain the trust and

    respect of all levels of internal and external constituencies.

  • Contextual understanding of executive's role within PICI and other identities framework

  • Demonstrated ability to perform duties with a high level of professionalism, flexibility,

    discretion, judgment, diplomacy and tact

  • Ability to multi-task, adapt to changing priorities and meet deadlines

  • Advanced knowledge in Microsoft office (Power Point, Word, Excel, Outlook)

  • Superb detail-orientation

  • Must be able to work independently in busy environment with numerous interruptions

  • Excellent customer service skills

  • Develops and maintains effective working relationships