Administrative Support Specialist - Office of the Chief Operating Officer
- Dana-Farber Cancer Institute
- Location: Boston, Massachusetts
- Category: Admin-Other Administrative Positions
- Posting Date: 07/20/2023
- Application Deadline: Open until filled
Job Description
- Job ID:
- 35693
- Location:
- 450 Brookline Ave, Boston, MA 02215
- Category:
- Administration Support/Customer Service
- Employment Type:
- Full time
- Work Location:
- PTL Remote: 2-3 days remote/wk
Overview
Reporting to the Senior Executive Assistant, the Administrative Support Specialist shares responsibility for the successful day-to-day administrative operations of the Office of the COO. The Administrative Support Specialist will help with prioritizing and monitoring tasks related to the execution and implementation of the Office’s broad agenda. She/he/they approaches the work with a cross-functional mindset and will assume primary responsibility for select projects and initiatives as directed. The Administrative Support Specialist will perform comprehensive administrative support for members of the Office of the COO including scheduling and preparation of briefing and presentation materials; meeting minutes; communication and correspondence; agendas; follow up support; other administrative support tasks as needed. Operates with complete autonomy.
Responsibilities
- Assists with communication between the Office of the COO and internal departments and stakeholders, while maintaining credibility, trust, and support with senior management staff.
- Completes a broad variety of administrative tasks for the Office of the COO and Senior EA including managing calendars of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; assists with arranging travel plans, itineraries, and agendas; and compiling documents for meetings.
- Plans, coordinates, and ensures schedules are followed and respected.
- Responsible for scheduling meetings for individuals supported, including conference room scheduling.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to members of the Office of the COO, including those of a sensitive or confidential nature.
- Organizes senior management team meetings and off-site, and all staff meetings.
- Perform duties related to other special projects as required.
Qualifications
MINIMUM JOB QUALIFICATIONS:
Bachelor’s degree required and/or a minimum of 5 years relevant experience working in a medical or scientific research setting or comparable technology-oriented business environment is preferred.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Strong written and oral communication skills.
- Critical thinking skills necessary.
- Demonstrated ability to work as part of a team and with offices and individuals across the organization.
- Strong customer service skills and the ability to interact professionally with peers, leadership, and external contacts.
- Ability to organize, prioritize, work independently, and follow through while exercising good judgment and problem-solving skills.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and Adobe Acrobat.
- Must possess the ability to maintain confidentiality and pay attention to detail.
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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