What are the responsibilities and job description for the Senior Executive Assistant position at American Association for Cancer Research?
The AACR is seeking an experienced Senior Executive Assistant to support the CEO and Executive Office staff. The AACR is a non-profit organization with an international outreach. The primary responsibilities of the Senior Executive Assistant are to provide high-level administrative support to the CEO and the Director of Executive Office Administration by managing the CEO’s schedules and communications, gathering documents to prepare for meetings, coordinating travel arrangements, drafting correspondence, and assisting with other administrative tasks to facilitate the operations of the Executive Office.
- Efficiently manage and organize the CEO’s complex calendar and daily schedule, ensuring optimal time for allocation and prioritization of meetings, appointments, and commitments
- Prepare the CEO for meetings by conducting thorough research and collaborating with internal and external staff liaisons to prepare meeting files (including meeting agendas, relevant materials, and comprehensive briefings), thus ensuring that the CEO is well prepared for each engagement
- Draft emails, letters, memos, and other correspondence on behalf of the CEO as directed
- Coordinate travel arrangements for the CEO (major tasks include preparing in-depth travel itineraries and comprehensive travel packets, updating the CEO’s calendar with travel and meeting details, coordinating with the AACR Meetings staff on travel and accommodation arrangements, communicating with internal and external staff liaisons to finalize travel logistics, and completing travel expense reports)
- Provide other administrative assistance to the CEO and the Director of Executive Office Administration, such as setting up meetings, responding to emails addressed to the CEO, screening phone calls, and welcoming visitors
- Act as a primary point of contact among the internal staff and external stakeholders, demonstrating professionalism, discretion, and good judgment in all interactions
- Prepare notes, emails, documents, and reports of internal and external meetings as directed
- Facilitate effective communications within the organization by distributing critical information, decisions, and action items resulting from CEO meetings, as directed
- Contribute to the overall success of the Executive Office team by collaborating with colleagues and providing backup support as needed
- Perform other tasks as assigned
- Bachelor’s degree required; Master’s degree a plus
- Degree in English or Communications a plus
- Minimum 10 years of experience in the management of a C-level office or Executive Office environment
- Experience providing administrative assistance in a non-profit organization
- Experience working in a scientific institution, especially cancer-related, a plus
- Excellent written and oral communication skills
- Exceptional time management and multitasking abilities
- Excellent interpersonal skills
- Superb attention to detail
- Strong organizational skills, including managing, tracking, and retaining important documents
- Ability to function well in a fast-paced environment
- Ability to travel for business
- Solid knowledge of Microsoft Office Suites
