• Executive Assistant, Office of the Senior Vice President

    Location US-MA-Brookline
    Job Posted Date 7 days ago(10/12/2018 11:55 AM)
    Job ID
    2019-12817
    Category
    Development/Fundraising
    Type
    full time
    Grade
    20
  • Overview

    GENERAL SUMMARY: 

    The Executive Assistant provides administrative support for the Senior Vice President of Development and assists the Assistant Director in project management tasks as related to the Offices of the President and SVP. The position handles details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional environment. This position is responsible for coordinating and preparing presentations and other materials as well as developing and editing correspondence on behalf of the SVP. The Executive Assistant assists the SVP with the management of calendars and meeting schedules as needed for the SVP and President.  The Executive Assistant also provides backup support to the Assistant Director.

     

    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. 

     

    Responsible for assisting the entire Division with reaching financial goals.

    Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.


    Responsibilities

    PRIMARY DUTIES AND RESPONSIBILITIES:

    General

    • Manage phone messages, correspondence, corporate card reconciliation, expense reimbursement, calendar management, including travel arrangements and appointments for SVP;
    • Manage the review and sending process for all written correspondence from SVP;
    • Provide Assistant Director with proactive fundraising support to SVP and President by tracking portfolios, proposals and activity, processing gifts, drafting call reports, helping to complete action items, tracking gift discussions in ClearView, updating next steps for other senior management and faculty as it relates to the SVP or President;
    • Assist in tracking new prospects, completing next steps, and conducting preliminary research on donors/prospects as it relates to the SVP or President;
    • Monitor SVP expenses; 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 President’s Office for events, 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;
    • Work with other Development staff on large events and serve as primary liaison between SVP and Development and Jimmy Fund staff;
    • Organize the weekly Senior Management Group meetings;
    • Develop a strong working knowledge of ClearView, Excel, EMS, Business Objects and other management information and tracking systems used by the Development office;
    • Provide administrative support when Assistant Director is out of the office;
    • Circulate weekly update of the Division’s Business & Service Units;
    • Perform special projects as requested.

     

    Trustee Relations

    • Support Trustee Relations with the maintenance of accurate trustee records;
    • Provides back-up to the Assistant Director on trustee patient referrals and other important friends of the Institute referrals;
    • Facilitate President’s annual holiday card and birthday card programs for trustees and VIPs;
    • Track and assist in the preparation of regular reports on trustee volunteer involvement and giving;
    • Handle a variety of trustee requests as needed, such as event and meeting support.

     

    SUPERVISORY RESPONSIBILITIES:

    Reports to the Assistant Director, Office of the SVP.

    Qualifications

    MINIMUM JOB QUALIFICATIONS:

    Bachelor’s degree required; 3-5 years experience, non-profit setting preferred.  Prior professional experience with Excel and/or other complex databases.

     

    KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

    Excellent written and effective verbal communications skills.  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, Microsoft Project, VISIO, intranet development/editing tools, skill at searching the web for various information.  Must be able to handle all situations and documentation in a highly confidential manner.

     

    PATIENT CONTACT:

    No.

     

    WORKING CONDITIONS:

    Workstation located in typical office setting. Some overtime may be required.

     

    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.

     

    We’re hiring! Learn more about working in the Development & the Jimmy Fund office and view all open positions.



    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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