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.

The Executive Support Specialist II is responsible for leveraging their organizational skills, document management expertise, and office experience to maintain and organize the essential activities of the Office of General Counsel. The successful candidate will have proven experience as a key administrative partner to executive leaders with demonstrated ability in developing collaborative relationships within the team and across the organization. The ideal candidate must have the passion, energy, and intellectual curiosity necessary for a fast-paced environment, the ability to anticipate and expeditiously execute tasks, and a growth mindset along with a track record of building interpersonal relationships with employees at all levels of the organization while upholding a high level of confidentiality. The position will report directly to the Senior Vice President and General Counsel, and will also support the Vice President and Chief IP Officer, and potentially another senior attorney.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Provide executive administrative duties, handling sensitive and confidential matters with discretion, and completes a broad variety of tasks that include managing complex calendars, composing, and preparing correspondence, and responding independently to correspondence and e-mails.
• Drafting, proofreading, editing, organizing, tracking, and filing various business documents in accordance with established protocols, including presentations, letters, messages, reports, memoranda, agreements, meeting agendas, and other corporate documents.
• Take initiative to provide recommendations to solve problems, escalate high-priority issues or risks, as appropriate, and monitors progress and results.
• Organizing, maintaining, and updating electronic files and databases.
• Coordination of onsite and offsite meetings. Coordinate and handle programs, events, meetings, or conferences. Arrange facilities, transportation, vendors, and caterers. Issues information or invitations, coordinate participants and control event budgets.
• Arrange travel logistics, including flight bookings, accommodation, and transportation. Prepare travel itineraries and provide necessary documentation.
• Prepare expense reports and ensure adherence to budgetary guidelines.
• Prepare PowerPoint presentations, and Excel spreadsheets/charts/graphs.
• Working closely with internal and external business associates and contacts to foster professional communication.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Proven ability to exercise judgment and handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to manage multiple electronic calendars and organize complex meetings
• Ability to balance, coordinate and execute multiple assignments and to prioritize workload
• Strong attention to detail, organization, independence, and responsiveness is essential
• Proficiency with Microsoft Office, Outlook, Teams, Excel, PowerPoint, and SharePoint. Proficiency with Zoom, Visio, Abode Acrobat, Survey Monkey, and Concur, preferred
• Ability to deal with high stress situations in a diplomatic and professional manner and ability to show mature judgement
• Writing, proofreading, and drafting skills; demonstrated ability to present complex information in a creative and visual manner a plus
• Excellent written and verbal communication skills
• Excellent interpersonal and influencing skills to establish trust, credibility, and rapport at all levels of the organization; seen as humble, direct, and authentic while possessing professional presence
• Strong analytical, critical, and creative thinking (strong problem-solving skills)
• Demonstrated ability to initiate and/or draft reports, correspondence and other administrative documents as needed
• Demonstrated ability to organize meetings and conduct complex scheduling
• Demonstrated ability to develop strong partnerships and influence resources outside one’s direct responsibility
• Ability to operate at the highest level of integrity, ethical standards, and confidentiality

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.

MINIMUM JOB QUALIFICATIONS:

• Bachelor's degree or equivalent experience or training desirable.
• 5 – 7 years of experience in an office setting, including at least 2 years of experience providing administrative support of a project or program.
• Experience working in a legal department, or academic or medical/scientific research setting is highly preferred.
• Ability to become a Notary Public.

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 characteristics protected by law.

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