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Executive Assistant, Office of the Senior Vice President, Division of Philanthropy

Job Description

Job ID:
35293

Location:
10 Brookline Place West, Brookline, MA 02445

Category:
Development/Fundraising

Employment Type:
Full time

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

Overview

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 New England: Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, or Vermont.

GENERAL SUMMARY:

The Executive Assistant provides administrative support for the Senior Vice President (SVP) and Chief Philanthropy Officer of the Division of Philanthropy. 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 serve as the primary liaison between internal and external constituents and the Office of the SVP. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with high professionalism and confidentiality. Key responsibilities include meeting preparation, communication, scheduling, preparing presentations, and drafting and editing correspondence on behalf of the SVP. You will also provide project support to the Senior Administrative Director in the Office of the SVP (OSVP). As a member of the Division of Philanthropy, this role will assist the entire Division to reach its financial goals.

Embody Dana-Farbers 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 Institutes 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 Institutes strategic priorities by supporting revolutionary science, extraordinary care, exceptional expertise, and essential opportunitieshelping 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.

Responsibilities

PRIMARY DUTIES AND RESPONSIBILITIES:

  • Provide sophisticated calendar management for the SVP by prioritizing inquiries and requests while troubleshooting conflicts and making judgments and recommendations to ensure smooth day-to-day engagements;
  • Complete a broad variety of administrative tasks that facilitate the SVPs ability to effectively lead the organization including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense, Purchasing Card and mileage reports;
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the SVP, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect SVPs style and organization policy;
  • Manage requests for SVP review and approval of briefing, planning and meeting materials through Microsoft Planner including updating and implementing systems, deadlines and guidelines for the Division of Philanthropy;
  • Manage and renew the SVPs membership, subscriptions and expenses;
  • Provide proactive fundraising support to the SVP by tracking portfolios, proposals and activity, processing gifts, drafting call reports, helping to complete action items, tracking gift discussions in ClearView, facilitating acknowledgement letter processes, and updating next steps for other senior management and faculty as it relates to the SVP;
  • Assist in maintaining records and activities related to 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;
  • 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;
  • Collaborate with other Philanthropy staff on design, planning and follow up from large events and serve as primary liaison between the SVP and Division of Philanthropy staff;
  • Organize, attend, and record regular Senior Management Group and joint Senior Management/Assistant Vice President Management Group meetings including tracking follow up and action items;
  • Manage and update critical OSVP communications and resources including monthly OSVP Admin team office hours, SVP and OSVP monthly newsletters, and OSVP SharePoint page;
  • Coordinate with the Senior Administrative Director and the Division of Philanthropys Administration team to support staff engagement initiatives and projects including SVP recognition of milestones;
  • Coordinate with the Assistant Director, Trustee Relations within the OSVP team to provide administrative support to the Chairman of the Board and Trustee Philanthropy Committee;
  • Develop a strong working knowledge of ClearView, Event Management System (EMS), Microsoft Office Applications including Planner, Excel and PowerPoint and other management information and tracking systems used by the Division of Philanthropy;
  • Serve as a resource for the Division and provide back up support when Senior Administrative Director is out of the office;
  • Assist the Senior Administrative Director in project management tasks as it relates to the Office of the SVP and the Office of the President.

SUPERVISORY RESPONSIBILITIES:

Reports to the Senior Administrative Director, Office of the Senior Vice President. Independent decision-making may be used in making meeting arrangements, judging organizational systems.

Qualifications

MINIMUM JOB QUALIFICATIONS:

Bachelors degree preferred or 3-5 years of equivalent experience and/or training 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, including have strong meeting management and delegation skills. 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:

This position is considered partial onsite, 2-3 days in the office at 10 Brookline Place, Brookline, MA each week. When in the office, this position will work in a typical office setting. Some evening and weekend hours may be required.

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

Were stronger together.

In the Division of Philanthropy, we believe in the power of different voices. We encourage authenticity anddiversityofeveryindividualwithin our community. Ourcollective voices donors,volunteers,staff, and patients alike allow us to work together towards a world without cancer. Committed tobeinga place ofinclusivity,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 10 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

Were hiring! Learn moreabout 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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