Executive Support Specialist, Legal Department
Company: Dana-Farber Cancer Institute
Location: Boston
Posted on: May 9, 2024
Job Description:
Job ID:39470
Location:450 Brookline Ave,
Boston,
MA 02215
Category:Administration Support/Customer Service
Employment Type:Full time
Work Location:Hybrid: 2-3 days onsite/week
Overview
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.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 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
Qualifications
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.
Job ID:39470
Location:450 Brookline Ave,
Boston,
MA 02215
Category:Administration Support/Customer Service
Employment Type:Full time
Work Location:Hybrid: 2-3 days onsite/week
Keywords: Dana-Farber Cancer Institute, Providence , Executive Support Specialist, Legal Department, Legal , Boston, Rhode Island
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