Executive Assistant to VP/Officer

About the role

Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. Based in Seattle, Fred Hutch is the only National Cancer Institute-designated cancer center in Washington. With a track record of global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy and COVID-19 vaccines, Fred Hutch has earned a reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. Fred Hutch operates eight clinical care sites that provide medical oncology, infusion, radiation, proton therapy and related services, and network affiliations with hospitals in five states. Together, our fully integrated research and clinical care teams seek to discover new cures to the world’s deadliest diseases and make life beyond cancer a reality. At Fred Hutch we value collaboration, compassion, determination, excellence, innovation, integrity and respect. Our mission is directly tied to the humanity, dignity and inherent value of each employee, patient, community member and supporter. Our commitment to learning across our differences and similarities make us stronger. We seek employees who bring different and innovative ways of seeing the world and solving problems. The Executive Assistant to VP/Officer provides advanced administrative support to a VP or higher-level officer by managing complex schedules and activities and ensuring strategic initiatives are well coordinated, efficiently executed and effectively communicated. This role serves as a trusted partner enabling the executive to focus on strategic priorities by ensuring seamless day-to-day operations through proactive planning, prioritization and effective stakeholder management. At Fred Hutchinson Cancer Center, all employees are expected to demonstrate a commitment to our values of collaboration, compassion, determination, excellence, innovation, integrity, and respect.

Responsibilities

• Manage and maintain a complex calendar and schedule for the executive, prioritizing high-impact engagements, effectively balancing competing demands; coordinate with executives, external partners, boards of directors and their respective administrative teams, which may be located both domestically and internationally.
• Prepare, review, and edit executive-level correspondence, reports, and presentations often involving confidential and high-stakes information, ensuring accuracy, intended voice and adherence to organizational standards.
• Lead logistics for a variety of internal and external meetings, including agenda preparation, material compilation, and follow-up on action items.
• Compile, transcribe and distribute meeting minutes as needed.
• Serve as a key liaison between the executive, senior leaders, board members, internal and external partners and other stakeholders, fostering trust and ensuring seamless communication and relationship management.
• Organize complex domestic and international travel, including detailed itineraries, last-minute changes, and contingency planning.
• Track, analyze and organize data for reports, dashboards and presentations, ensuring relevance and accuracy to support decision-making.
• Support budget preparation and management. Assist with budget development, maintain accounting records, ensure operation within allocated funds, process and track expenses; suggest cost-saving measures and collaborate with Accounting and Finance as needed.
• Assist in the development and tracking of strategic initiatives, collaborating with leaders in the department to ensure timely execution of projects; provide related status summaries including potential roadblocks and recommendations.
• Handle sensitive and confidential information with discretion, maintaining secure and efficient filing systems.
• Act as advisor on administrative processes, anticipate leadership and team needs, proactively implementing solutions to enhance efficiency and effectiveness.
• Other duties as assigned.

Qualifications

Minimum qualifications:

• Under