Staff Assistant, Executive Office

American Association For Cancer Research Philadelphia , PA 19019

Posted 2 months ago

Position Summary:
The Executive Assistant reports to the Administrative Manager and provides administrative support for the Executive Office as it relates to the activities and initiatives of the CEO. This individual also assists in communicating internally and externally in support of the CEO and arranging domestic and international travel for the CEO and other colleagues in the Executive Office, and performs other tasks and special assignments, as needed.

This position requires an individual with five years of administrative experience a detail-oriented, team player who is a hard-working, proactive, collaborative, and adaptable. This will facilitate the individuals ability to support the professional environment of the department and the organization.
Assists the Administrative Manager with coordinating ground and air travel, related itineraries, and other services for the CEOs domestic and internationals trips.
Assists with preparation of emails/correspondence to coordinate the CEOs attendance and travel to meetings and events. Obtains and verifies these meeting logistics and submits reimbursements.
Records and verifies travel-related expenses and purchases on department corporate accounts and submits receipts monthly to the Administrative Manager with itemized cost explanations. Under guidance of the Administrative Manager, processes reimbursements and obtains payments for all travel expenses.
Assists with printing and assembly of documents for Board Meetings. In support of the Annual Meeting, prepares individual meeting files by collecting agendas, and gathers supporting documents for the CEO.
Assists with preparation for internal meetings and set-up in the Executive Conference Room (or alternate location), when needed.
In support of the AACR Annual Meeting, prepare individual meeting files by collecting agenda and supporting documents for the CEO; assists with other Annual Meetings preparations, as assigned.
Assists with screening and redirecting incoming calls, emails, and mail to the Executive Office to the appropriate individuals and/or departments; responding, when appropriate, to routine inquiries.
Receives and tracks departmental monthly reports for the CEOs review.
Assists with the purchase and mailing of condolences and congratulatory/gratitude gifts and prepares accompanying correspondence.
Assists with maintaining appearance and refilling supplies of Executive Office Conference Room, Copy Room, Kitchen, and CEOs Office.
Maintains confidential and proprietary information.
Performs the essential functions of the position and other related duties, as assigned.

Five years of administrative experience, preferably in a non-profit or academic environment.
Detail orientation with high level of accuracy.
Excellent oral communication and writing skills needed for various official communications sent internally and externally.
Ability to work in fast-paced environment; must be responsive, resourceful, and flexible.
Strong organizational skills and the ability to track numerous projects; ability to accurately respond to instructions and complete tasks in a timely manner.
Experience in arranging and managing domestic and international executive travel.
Proficiency in Microsoft Word and Outlook; basic knowledge of Excel and PowerPoint a plus.
Ability to research and summarize background information for CEOs travel support documents.
Excellent interpersonal skills.
Education and Experience:
Bachelors Degree required.
Five years of experience working in an administrative role.
How To Apply:
Please submit your cover letter and resume (including salary expectations) to:
Attn: Human Resources
615 Chestnut Street, 17th Floor
Philadelphia, PA 19106

Equal Opportunity Employer

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Staff Assistant, Executive Office

American Association For Cancer Research